HR Peace of Mind Compliance Software

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1 HR Peace of Mind Compliance Software Are your employed staff and self-employed workers working legally? Log and track workers right to work, immigration and IR35 compliance data

2 1 Just imagine if you had full access to your workers compliance data at a touch of a button? HR Compliance Software preventing non-compliance in the work place AVERT Solutions, AVERT, is a software company that specialises in building cloud-based compliance HR software that allows UK businesses to manage their employed and self-employed workers in accordance to UK Law. This brochure will address the following key HR issues that every business should adhere to: Comply to Right to Work Checks Preventing Illegal Employment Fraud Documents Checks Preventing IR35 non Compliance Preventing Workers Tax Avoidance On pages 8-9 are additional features of the ComTracker HR software. ComTracker also provides other important functions that includes capturing the key data that your HR should do on a daily basis. If your business only employs staff on your payroll then Complying to IR35 Compliance and Avoiding Workers Tax Avoidance does not comply to you. The HR software is not just a software that will manage your HR compliance but also manages day-to-day HR duties that all businesses should be doing. If your business holds a Home Office Sponsor License then ComTracker is what you need to prevent civil penalties being issued to your business. No business should have to worry about being non-compliant but in reality every business could be non-compliant unless they have the right Technology to prevent non-compliance. Solution ComTracker

3 2 Comply to Right to Work Checks Every UK business is legally required to verify if a person can be employed or not which means every business should be due diligent when hiring staff. Even if your business hires self-employed contract workers you should do checks to ensure you have not accidentally hired an illegal worker. We are sure you do these checks already and we are sure you track when their documents are about to expire, but unless you use the right technology errors may happen. Every business wants to reduce overheads and time spent processing paperwork, that is why using the right technology will do this for your business and prevent non-compliance that could lead to a fine or license removal. How does the ComTracker work? The ComTracker has two unique features, ComTracker HR for employment and ComTracker IR35 for self-employed contract workers. Add your existing employees and self-employed contract workers to your ComTracker account. ComTracker compliance tool will advise you if your existing workers are compliant or not. If any are non-compliant you are informed that area of non-compliance needs to be address. Prior to employing staff or engaging a contract worker, use the ComTracker to verify if you can hire that person straightaway and if not, what areas of compliance do they need to address. If your business is ever investigated how easy would it be to demonstrate all existing employees and contract workers have the right to work? The ComTracker reporting tool will instantly advise you and the investigating authority who is compliant and who is not and when non-compliance data will expire and needs renewing. No business wants to attend an employment tribunal and the worse thing is the employee or contract worker using any non-compliance issues as part of their claim. All information that you add about your employees and contract workers is recorded and can be used as evidence as all Users accessing the software a date stamp is logged so we know that the data was added and by whom. If your business holds a Home Office sponsor license see page 3 on how the software will help you maintain your sponsor license in line with the Home Office Good HR Practices. Managing your work force data can be laborious and challenging. Let the ComTracker take this burden away from you so you can focus on your core business.

4 3 Preventing Illegal Employment Every UK business must do what they can to prevent illegal employment. The Home Office will issues civil penalties up to 20K per illegal worker that is found to be working for your organisation. Why take the risk? If your business is one of the 28,800 UK business that holds a Home Office sponsor license to employ Croatians or non-eu/eea nationals, you will need to be aware that any non-hr compliance found by a Home Office Compliance Officer that is inspecting your HR system, your sponsor license could be removed or downgraded with a fine. ComTracker verifies each migrants worker visa by their visa type whether that worker can be employed or hired under self-employment and tracks when the visa will expire. Does the ComTracker safeguard our business? We all know how difficult it can be verifying a migrants documents and if the Home Office can see that you have done everything in your power to prevent illegal employment, the Home Office is unlikely to take any action against you or your organisation. The Home Office requires your business to comply to these 5 Key Areas of Good HR Practices : Area 1: Monitoring immigration status and preventing illegal employment Area 2: Maintaining Worker contact details Area 3: Recordkeeping Area 4: Worker tracking and monitoring Area 5: General HR duties If you are unable to demonstrate this to the Home Office Compliance Officer, they will either downgrade your license or they will simply remove your sponsor license which means and employed tier 2 or tier 5 migrants would need to stop their employment with you and find a new sponsor in 60 days. Tip: If you suspect any migrant to have a fake visa, you should verify the visa directly with the Home Office. ComTracker has a number of tools that will safeguard your organisation. The Home Office has the right by Law to just turn up unannounced and ask to see if your HR is in order and up to date. Could you instantly demonstrate this without any warning? With the ComTracker you can, our software logs and tracks not just visas but also holiday, sickness, maternity, paternity, income and much more. With the ComTracker you can register your past HR information and allow the future to be compliant as the ComTracker Control Panel will guide you when non-compliance is pending.

5 4 Fraud Document Checks How can you identify if someone s ID is genuine or not. Some ID's are blatantly obvious they are not genuine and some are created by experts who make a living out of making fake ID. The Home Office are constantly trying to ensure any UK document used to provide identity cannot be copied. Within the ComTracker we have designed a Resource section that will help you identify what is a genuine and fake ID from passports, visas, driving license etc. The aim of the resource section which is an added component to the ComTracker, you have just one product to manage all aspects of your HR. Genuine ID Within the resource hub you will be able to do the following: How to verify if a worker has genuine ID or not How to identify if a British Passport if it is genuine or not? Types of Fake IDs used Commonly used fake ID Guidance for Door Staff Home Office False ID guidance How and where to make checks on possible Fake ID Does the ComTracker help store all documents? Yes it does, first of all the workers or hiring company or both can complete the ComTracker where documents are uploaded as part of the verification process. This stores all documents in the Document Hub by date, time and User who uploaded the document. This is a great tool to interview people from overseas where you can verify prior to engagement. If you have not been able to see their original documents prior to engagement, when the person turns up for their induction, you request to see their original documents, date, sign and add your name and upload to the ComTracker document hub. Now you can demonstrate that you have seen the original documents. Prior to hiring any employed or self-employed person, you should carry out a due diligence check to ensure each person documents are genuine and compliant to work legally in the UK

6 5 Preventing IR35 Non-Compliance If your business directly hires or subcontracts out self-employed contract workers then this page relates to you. HM Revenue & Customs (HMRC) can inspect any business without warning if they suspect your organisation hires directly or subcontracts out self-employed contract workers which does not comply to their IR35 guidelines. IR35 is used to determine if a self-employed person is in disguise of being self-employed and should really be employed by the organisation under their payroll. Their are many factors to determine who is actually employed and who is Genuinely self-employed. Would you know how to verify if someone is Genuinely self-employed? If not, why take the risk? How to verify if someone is Genuinely self-employed The ComTracker has two unique IR35 features. Feature one has a built-in IR35 test tool that can only be accessed by the User accessing the software. Each person in your organisation accessing the software will get their very own IR35 section to self-teach themselves on the importance of IR35. At the end of the test the staff member is provided with a report on whether they understand IR35 with a report. Self-teach training As each employee completes their IR35 test, each question will tell them if their answer is right or wrong plus, the test guides each person what to do when issuing a Contract for Services agreement. ComTracker IR35 also has additional tools to help you stay IR35 compliant. The additional tools include: Assign contracts under Contract of Services Assign various payment rates and zero rate contracts Assign clients and workers associated fees Assign timesheets Assign VAT and expenses Assign CIS tax and CIS verification code Assign CIS Remittance statements Auto calculate workers pay and deductions Invoicing factoring tracking feature Clients real-time note section to approve timesheets Bulk upload BACs payments to your workers CIS monthly tax return for HMRC. If you are not sure whether you re self-employed workers are Genuinely self-employed, ComTracker will provide the solution ahead to avoid any unnecessary risks to your organisation or your workers.

7 6 Preventing Workers Tax Avoidance If your business directly hire or subcontract out self-employed contract workers then this page relates to you. Many organisations that hires or subcontracts out self-employed workers do not have to deduct any taxes from their pay unless the workers falls under the HMRC Construction Industry Scheme (CIS). Unless these workers fall under CIS, why bother to worry about taxes for self-employed workers? This is a very good question but every organisation has to be due diligent when engaging workers to help to prevent non-compliance. Should we verify every self-employed worker? In essence yes as this will prevent HMRC and Home Office charging you with non-compliance and trust us when we say this, no business can afford to be investigated, the inconvenience, the stress and worry, pay civil penalties and getting bad exposure in the press. Why take the risk? The ComTracker Tax Tool ComTracker tax tool will allow you to assign to each self-employed contract worker their very own Tax Portal. This portal will allow each worker to register key documents that demonstrates evidence of: Class 2 National Insurance Registration HMRC approval for Unique Taxpayer Reference Having the right tools to calculate their taxes HMRC approval for VAT and if applicable the Flat Rate Scheme Adequate business insurance to be self-employed Vehicle insurance if a vehicle is required to do the job DVLA evidence of permission to drive such a vehicle Licenses and accreditations to work as self-employed Your business should see all original documents, take copies and file them so you can say your business carried out a Fit & Proper checks prior to engagement and you are to keep a track when these documents will expire. If HMRC deems that your organisation have failed to carry out these checks and non-compliance has been committed, your organisation could face a back-dated tax bill and civil penalties if found guilty. ComTracker IR35 tools will manage all aspects of this for your organisation and giving you the peace of mind that you need to trade legally. ComTracker also has a resource section with helpful tips on how to be compliant.

8 7 ComTracker Control Panel Think of the Control Panel as your security surveillance that is informing you 24/7 365 days a year to what is happening with your compliance data. Peace of mind you never forget to get an expired document updated and avoid non-compliance. No need to keep an Excel sheet or alarm in another software, ComTracker tracks all data in real-time. The control panel will state which workers data has been verified, which is still outstanding, warnings when their documents will expire and expired. All compliance data is controlled by colour code: Red represents non-compliance Amber represents pending needs to be reviewed Green represents compliant data. Hiring solution to avoid non-compliance When you interview an employee or self-employed worker, ComTracker is the perfect compliant tool. ComTracker will tell you if a person can work or not and covers key areas which you can see below. ComTracker radar will track even self-employed who are new to self employment and warn you if they become non-compliant. Below are the key tracking areas of the ComTracker: Right to Work DBS/CRB (Optional) Self-Employment National Insurance UTRs Licenses Accreditations Insurances Just imagine all of this information being tracked for you and all you have to do is update the data when the ComTracker warns you! You are warned under 90 days to take action, 30 days stronger warning and severe warning when documents will expire in 7 days. If any documents expire you will get Red warning which is non-compliance. Just imagine if you were investigated and you had to verify if every employee or self-employed worker had the right documents to work in the UK and are genuinely employed or self-employed? This could be a major task unless you had up to date evidence there and then. ComTracker would provide this instantly to demonstrate compliance. The ComTracker will even update you even if a compliance document is about to expire. Peace of mind technology! Do not get bogged down with tonnes of paperwork, ComTracker software will help all parties manage their compliance data so if any party is Investigated, then the data can be retrieved instantly.

9 8 White Label ComTracker understands the power of a business brand hence why we have designed our software to be a white label solution for your business. The software can be used in various ways from as a standalone point of view where only your approved employees can access to manage existing and new employees as well as contract staff. If you would like your employee to access their portal so they can request holiday, view data you hold on them, then you can give them access to their portal. If your business subcontracts out workers to clients properties and you need to view timesheets and invoices you can permit those clients to access their portal. White Label Portals Employers Your approved employees that are responsible for logging and updating day-to-day activities will get access to their secure portal. This portal permits those approved Users to do checks on employed staff and keep their records up to date. Employees Employees are provided their own dedicated portal where they can view and track key information you hold on them as well as allowing each employee to request and track holiday. The portal is a great tool to provide your staff with their payslips as well as other documents. Contractors (Clients) If you directly hire contract workers or subcontract them out you can assign these workers to your HR system. If you have clients where you subcontract your workers out, you can also assign these clients to your software. The software allows these third parties to access key information such as assigned contracts, timesheets, tax, VAT, invoicing and payments. Contract Workers (Self-Employed) If your business hires directly or subcontracts out self-employed contract workers, each worker is provided a portal to view their assigned contracts, timesheets, track payments, view their tax liability plus other features to help your business comply under IR35 that each worker is genuinely self-employed. Web Enabled Devices The portals are all integrated which means data is shared in real-time. All portals are hosted in the cloud which means any web enabled device you gain access to, you can access the portals. Contact us today to discuss upgrading the ComTracker software to your look and feel. Register today and get your 30 days free HR pass to test the software. If you like the software you then have the option to upgrade to a white label of stay with the ComTracker look and feel.

10 The only HR software your business will need to maintain your Home Office Sponsor License The only IR35 software your business will need to maintain your Workers Compliance Data AVERT Solutions AVERT House 16 Lower Downs London SW20 8QF England ComTracker is a trading name of AVERT Solutions Limited Calls from within the UK Calls from outside the UK Website Website Website Website Website

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