Contractor Welcome Pack

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1 Contractor Welcome Pack

2 Morson International is the UK s No.1 Technical Recruitment Agency. Our Head Office is based at Centenary Way in Salford with over 20 additional offices placed strategically throughout the UK, including offices in central London. Due to our growing relationships with international organisations, we also operate across the globe and have worldwide representation in more than 40 countries. Morson International recruits both temporary and permanent staff within the UK and internationally. It operates across a range of industries including: Aerospace Automotive Professional Services Construction Rail IT Marine Nuclear Oil & Gas Scientific Telecoms Utilities

3 Morson s capabilities provide cross-sector opportunities for candidates. Having been established for more than 40 years, Morson has developed good working relationships with many UK and worldwide industry leaders including Thales, Ericsson, Airbus, Network Rail, Transport for London, EDF Energy and BAE Systems. Morson International is committed to providing excellent candidate care. Our specialist recruiters match candidates with suitable roles and our dedicated payroll team ensures all payroll runs are accurate and on time. We can provide a local presence for our candidates in a range of locations from Thurso to Plymouth.

4 A message from our Group CEO Morson International is the UKs No.1 Technical Recruitment agency. The company was started by my father, Gerry Mason, in 1969 and is built on strong family values. We continue to invest in and value our staff, contractors and clients. We manage the company with their best interests at heart and this, together with our integrity and dedication to quality has helped us to succeed. We understand that people are our greatest asset and strive to be the best in our sector by sourcing the best opportunity for each candidate and by maintaining communication with the candidate throughout their placement. We have created this information pack in order to provide our contractors with the best points of contact throughout the Morson business and to provide clear insight into the processes we use. We hope that your time with Morson is successful and I would like to take this opportunity to welcome you to the company. Ged Mason, Group CEO

5 A message from our Financial Operations Manager Dear Contractor, In my role as Financial Operations Manager I oversee the Payroll, Contractor Care Team and Process and Systems Development Team. My primary aim is to coordinate these three teams to focus on ensuring that our contractors are paid accurately and on time, thus creating a positive customer experience. Your first contact with our department will be a welcome call from our Contractor Care Team who will give you guidance and answer any queries or concerns you may have. They will also continue to look after you once you are a fully fledged member of our team. Once you begin to send through timesheets these will be processed by one of our Payroll Teams who will have specialist knowledge of the industry in which you are working. In addition we have our Process and Systems Development Team who work behind the scenes in partnership with many of our clients to automate, streamline and enhance our processes. All the teams within the department take great pride in their work and are committed to you personally and look forward to building a lasting relationship with you. We will aim at all times to carry out our work at the highest level but if we do get it wrong at any time please let us know first and our Contractor Care Team will respond quickly to your resolve your query. I and the teams welcome you to Morson and look forward to working with you for as long as possible. Shelagh Lynch, Financial Operations Manager

6 Contractor Care Team Morson recently surveyed you, our contractors and one of the key responses we got from you was that you wanted a dedicated Contractor Care Team who could be your central point of contact. We listened to you,

7 Contractor Care Team For general enquiries/problems For contract enquiries Telephone: The Contractor Care Team has over 40 years of Knowledge and Experience in combined service with Morson. and hence the Contractor Care Team was formed. Contractor Care Team Standards This is our commitment to you: We won t make you false promises We will develop a consistent approach to problem resolution We will maintain a consistent, friendly, helpful manner We will ensure all queries are resolved in a speedy and efficient manner.

8 Payroll Mission Statement The Payroll Team are committed to producing timely, accurate and compliant payments to all our contractors. We do this by: Putting your needs first Ensuring that our procedures are clear and easily understood Setting and enforcing standards within the department Encouraging continual improvement and regular training of our people Paying particular attention to detail when processing your payments Continually striving to improve our processes to enable us to provide you with an excellent customer experience.

9 The Payroll Department is divided up into different Teams: Contractor Care Team Orange Team Green Team Expenses Team

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11 Orange Team Expenses Team Industry Sectors Rail London Underground Aerospace and Defense Naval Automotive The Orange Team has over 59 years of Knowledge and Experience in combined service with Morson. Telephone The Expenses Team is solely dedicated to processing your expenses The Expenses Team is providing very valuable specialist knowledge to our Department. Green Team Industry Sectors Process / Electronic/Building Scientific Pharmaceutical IT Recruitment Airports / Civil Rail Tech (White Collar) Automotive / General Engineering Oil / Gas Technical Recruitment Nuclear Arquiva The Green Team has over 57 years of Knowledge and Experience in combined service with Morson.

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16 Where and how do I submit my timesheet? You can submit your timesheet either by or by fax To submit your timesheet by please send to To submit your timesheet by Fax please send to When ing your timesheet, please you use the following format: In your subject please state From Your Morson ID Number, for example From The attachment should be sent as pdf or tiff file. Please do not send zipped files as these will be rejected by the system. The timesheet MUST be completed in black.

17 EXAMPLE

18 How do I complete my timesheet? Complete the following: Enter week ending date Enter your Morson ID (This is the Contract Number field on the timesheet) Enter you surname and forename Enter the name of the client that you are working for The hours you work need to be entered in one of the following fields: Standard Hours Evening Hours Weekend Hours Shift Hours Daily Totals Totals How to fill in your hours: Standard If you are on an hourly rate, please enter as hours per day Example: If you work 7.5 Hours per day; enter as 0750 in EACH day you have worked In the TOTALS BOX enter 37.5 Hours worked as 3750 If you are on a daily rate, please enter as 0100 in EACH DAY that you have worked In the TOTALS BOX enter 5 Days worked as 0500

19 Evening Enter hours for any that are worked over standard hours Weekend Enter hours here that are worked on a Saturday or Sunday Shift Hours Enter hours here if you work a shift pattern for either days or night Daily Totals Enter here all hours worked as a total for EACH DAY ALL HOURS SHOULD BE DECIMALISED Conversion Table - minutes to decimal Minutes Decimal Shift/Absence Check Fields SHIFTS Tick each day as appropriate ABSENCE Tick each day as appropriate, you need to tick to indicate if it is sick or holiday Signatures Contractor Line Manager Signature and Print Name

20 Expenses Expense Claim PAYE Contractor Please send your Expenses Claim Form and ORIGINAL receipts to: Morson Expenses Team Adamson House Centenary Way Salford Manchester M50 1RD Ltd Company Contractor Please send your Expenses Claim Form and COPY receipts via or fax to: Fax:

21 How do I submit my expenses? Limited Company Contractor When submitting Expense claims use the following address and format: Subject field - Contractor Name and Morson I/D number All expenses must be accompanied by the relevant copies of receipts. All expense claims require: Week ending date Contractor name Morson ID Number Client you are working for All expense claims must be authorised by the client. Please note if you do not include the above information on your Expense claim this could delay payment. This applies to all contractors.

22 Expense Claim Form Please note ALL expense claims must be accompanied by relevant receipts. Please keep a copy for your records. Contractor Name (Print): Joe Bloggs Morson ID No.: to: Client Name: Morson Week Ending Date: 19/08/11 Subject: Contractor Name and Morson ID Date Day Month 15 8 Hotel Receipt 15 8 Busines Mileage to Hotel Curreny Details of Expense/Mileage Rate of Exchange 19 8 Busines Mileage from Hotel to home 1200 Mileage Sterling Amount (Excluding VAT Sterling Amount (Including VAT) (Sterling) VAT) CC of Price Per No of Miles Engine Mile EXAMPLE TOTALS Signature of Contractor: J Bloggs Date: 19/08/2011 Authorised By (Signature): A Manager Date: 19/08/2011 Authorised By (Name): Date: A MANAGER 19/08/2011

23 Expenses PAYE Contractors Please send your Expenses Claim Form and your ORIGINAL receipts to: Morson Expenses Team Adamson House Centenary Way Salford Manchester M50 1RD This will allow us to fully reimburse your expense including the VAT form. Please see example of how to fill in your Expense Claim Form. Please note a fully completed Expenses Claim Form and original receipts are required to ensure full payment of your expenses.

24 Expense Claim Form Please note ALL expense claims must be accompanied by relevant receipts. Please keep a copy for your records. Contractor Name (Print): Joe Bloggs Morson ID No.: to: Client Name: Morson Week Ending Date: 19/08/11 Subject: Contractor Name and Morson ID Day Month 15 8 Busines Mileage to Hotel Curreny Details of Expense/Mileage Rate of Exchange 19 8 Busines Mileage from Hotel to home 1200 CC of Engine Mileage Sterling Amount (Excluding VAT) No of Miles Price Per Mile VAT (Sterling) Sterling Amount (Including VAT) EXAMPLE Date 15 8 Hotel Receipt TOTALS Signature of Contractor: J Bloggs Date: 19/08/2011 Authorised By (Signature): A Manager Date: 19/08/2011 Authorised By (Name): A MANAGER Date: 19/08/2011

25 Expenses VAT Registered Limited Company Contractors Send in your completed Expenses Claims Form and copies of your receipts by to or fax to On your self billing invoice or remittance advice your expenses will be split out to show the Net and VAT separately. Please see example below: Hotel Bill Net This will be shown under your expenses on your Self Billing Invoice or Remittance Advice VAT This will be shown as part of the VAT amount on your Self Billing Invoice or Remittance Advice Gross Total amount refunded This is because the VAT shown is due to HMRC Contractors registered for Flat Rate Scheme please see overleaf Please note a fully completed Expense Claims Form and copy receipts are required to ensure payment of your expenses.

26 Expenses VAT Registered Contractors The Flat Rate Scheme First a reminder, in normal VAT accounting if you incur an expense you will fill in an expenses claim form and provide us with copy receipts. We will refund the expense to you along with payment of your hours and account for the VAT accordingly. Example below is for a hotel bill of including VAT Hours Hotel Net Amount Total 20% Total Invoice The VAT amount including the 20 VAT on the hotel bill will need to be paid over to HMRC as output tax, however you or your umbrella company will be able to use your original receipts to reclaim the input tax on the hotel bill. The Flat Rate Scheme The purpose of the Flat Rate Scheme is to simplify VAT accounting for small businesses with a turnover limit set by HMRC, currently less than 150,000. The percentage of output tax you pay is reduced from the prevailing rate at the time to a lower percentage dependant on the sector in which you work. What it does mean however is that you cannot reclaim Vat on your purchases/expenses. Using the same example as above you will not be able to use original receipts to reclaim the input tax on the hotel bill. You will however pay the whole of the VAT due on the self bill invoice at a rate lower than the prevailing rate (20% in this example), this compensates you for not being able to reclaim the input tax on your purchases and expenses.

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28 Expenses Limited Company Non VAT Registered Contractors Send in your completed Expenses Claims Form and copies of your receipts by to or fax to Please note a fully completed Expenses Claim Form and copy receipts are required to ensure payment of your expenses.

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30 Holidays/Leave ( PAYE Contractors ) If you wish to take Holidays or need to take some leave from work, for example to attend a hospital appointment, then a Morson Leave Request Form should be completed. You need to complete all the relevant fields, sign the form and then your Line Manager needs to approve your Leave Request Form, if your Form is not signed by both yourself and your Line Manager it will be rejected. Once completed, you can either fax the Leave Request Form to or you can submit it by to your Team address.

31 Leave Request Form This form should be used to notify Morson International of any leave you wish to take. Annual Leave To be completed for any annual leave (holiday) you wish to take. Please be aware that only leave accrued can be taken. Holiday can be taken in blocks of 1 hour and above. The Morson International holiday year is 01 January to 31 December. Name Morson ID Number.. I wish to be absent on paid leave over period: From. Contractor Signature. To.... inclusive A total of.. Hours Line Managers Signature.. Print Name... Special Leave To be completed when special leave is required i.e. for medical appointments etc. Name Morson ID Number.. I wish to be absent on paid leave over period: EXAMPLE From. To... inclusive Contractor Signature. A total of.. Hours Line Managers Signature.. Print Name... After authorisation from your Line Manager, please fax this form to , or to the relevant payroll team:

32 Change of Details Should you wish to change your bank details, or need to notify us of a change of address, you need to complete the Morson Change of Details Form. Please note we cannot change your bank details over the telephone, any such notifications need to be submitted in writing. Once you have completed your Change of Details Form you can either to the Contractor Care Team on or you can fax it to

33 Change of Details Form This form should be used to notify Morson International of any changes Change of Address Name Morson ID Number.. Effective Date. New Address.... Post Code Signed.. Date Change of Bank Details EXAMPLE Name Morson ID Number.. Effective Date. Bank/Building Society Name. Sort Code Account Number (This should be 8 Digits) Reference Number (Only required for Building Society Accounts) Signed.. Date Please fax this form to , or

34 Deadlines & Contacts Deadlines The deadline for receiving timesheets is Noon on a Tuesday. The deadline for receiving completed contracts is on a Tuesday Contacts Contractor Care Team Expenses Team Green Team Red Tem Yellow Team Submission of timesheets or Fax Contractor Care Helpdesk Morson Main Switchboard Links All our documents can be downloaded from our website:

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36 Frequently Asked Questions What do I do if I have submitted the wrong week ending date on my timesheet? You will need to resubmit your timesheet with correct week ending date, we are unable to alter any part of your timesheet. You must get the timesheet signed by your supervisor. What do I do if I have inputted the wrong hours or totalled up my hours incorrectly on my timesheet? As we cannot alter your timesheet, you will need to resubmit it. Please write AMENDED on the top of the timesheet so that we know it has been altered, signed by your supervisor. Have you received my timesheet? Please phone the Contractor Care Team on You will need the following information to hand: When did you send in the timesheet Where did you send it to How did you send it If faxed, the area code the timesheet has been sent from How will I receive my payslip? Your payslip will be sent to you electronically once payroll has been processed. Your payslip will be password protected, and your password will be your Morson ID Number When will my pay go into my bank account? Money will be in your account on a Friday. If bank holidays impact payroll days we will notify you

37 How do I find my Morson ID Number? Your Morson ID Number will be printed on the contract you receive from Morson What do I do if I want to query my pay? Please phone the Contractor Care Team on , or you can us on What do I do if I need a replacement payslip? Please phone the Contractor Care Team on , or you can us on When will I receive my first pay? If you are weekly pay, contractors work a week in hand if you start work with us for example on Monday 01, you will receive your first payment on Friday 12. If you are on monthly pay or another cycle your contract will indicate payment dates What do I do if I wish to finish with Morson? We hope that you never want to leave us, but if you do you should contact your Recruitment Manager What happens when my assignment finishes? Liaise closely with your recruitment manager who will be in touch to seek another assignment If I finish, when will I receive my P45? If you notify us that you wish to leave for example on Friday 01, you will receive your final payment from Morson on Friday 14, and then we will send out your P45 during the week commencing Monday 17

38 Frequently Asked Questions What do I do if I want to know how much holiday pay I have outstanding? Your Holiday Entitlement is shown towards the bottom left of your Remittance Advice Note, alternatively you can phone the Contractor Care Team on , or you can us on What do I do if I want to check my contract has been set up? Please phone the Contractor Care Team on , or you can us on What do I do if I think I have been underpaid? Please phone the Contractor Care Team on , or you can us on We will then investigate and if you have been underpaid we will make the adjustment in the next week s payroll. What do I do if I think I have been overpaid? Please phone the Contractor Care Team on , or you can us on We will then investigate this, and if you have been overpaid we will notify you in writing of the amount, and give you 7 Days to contact us so that we can arrange a suitable payment plan, if we do not hear from you within this time, we will set up a suitable payment plan. Please note that if the amount is under 50, we will not write to you but just make the adjustment in your next pay What do I do if I want to query my expenses? Please phone the Expenses Team on , or you can them on What do I do if I have a question about my Tax or NI? Please phone the Contractor Care Team on , or you can us on

39 What do I do if I want to query my Rate or Bonus? Please contact your Recruitment Manager I want to change my Ltd Company, or wish to change from PAYE to Limited? Please contact your Recruitment Manager What do I do if I have an old timesheet that hasn t been paid? Please phone the Contractor Care Team on , or you can us on We will then investigate this for you. Please note if the timesheet is over 8 Weeks old, we would need to go back to the client to gain approval before being able to pay the timesheet, so it can take a while before it is paid What do I do if I get married and want to use my married name? In order to change your details on our system, we would need a copy of your Marriage Certificate. Please contact the Contractor Care Team, and send a copy of your certificate to What do I do if I reach retirement age, but continue to work, how do I ensure I do not pay any NI? You will automatically receive an Age Exempt Form from HMRC, please forward a copy of this to the Contractor Care Team on I ve lost my P45 or P60, can you send my a replacement? Unfortunately we are unable to send out a copy P45 or P60, but we can send you a Statement of Earnings. Please phone the Contractor Care Team on , or you can us on and inform us of which year you need it for

40 And finally, welcome to morson Head Office Adamson House Centenary Way Salford Manchester M50 1RD

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