Guide to Temping

Temping for Witan Jardine

When working as a temporary employee, there are a number of factors that need to be kept in mind. These include information on how to get paid, taking holiday and how to deal with absence. Below we’ve outlined the essential facts that you’ll need to know.

1. The Timetable

• All temporary workers are paid each Friday, by BACS, one week in arrears.
• The normal deadline for receipt of timesheets is 10am on the Tuesday following the week you worked.
• Timesheets received after the deadline will be processed in the following week.
• Occasionally, e.g, at Christmas, we have to amend the deadline. We will always attempt to forewarn all current temporary workers about this.

2. The Timesheets

• Please make sure your timesheet is completed correctly. Missing or incorrect information can often result in delayed or incorrect payment, and it’s obviously in everyone’s best interests if this is avoided.
• Submission can only be accepted on a Witan Jardine timesheet or a substitute which has beem authorised by the client and Witan Jardine.
• Your timesheet should be faxed to 0870 432 5703. This is a dedicated timesheet fax line which sends your details directly into the Finance system. Please do not post your timesheet or fax it to any other number, as this may result in a delayed payment.
• Alternatively you can email your timesheet to: timesheetfax@witanjardine.co.uk
• Your timesheet should be signed by you and by your client. Timesheets with either signature missing will unfortunately not be able to be paid. If you are a limited company temp, payment can only be made if an invoice accompanies your timesheet.

 
3. Payment

• All temporary workers are paid by BACS. Payment can only be made into a bank account bearing the temporary worker's name or, if you are a limited company temp, into a bank account in the name of the limited company.
• Payment will be credited to your bank account each Friday. Payments to some Building Societies, particularly for savings accounts, may take slightly longer to reach your account.

4. Limited Company Temporary Workers

Limited Company temporary workers are advised to seek independent advice on the interpretation and implementation of IR35. Unfortunately, Witan Jardine regret that we are unable to do so.

Please notify us immediately of any change in your VAT status and ensure that, if you are VAT registered, your invoice complies with HM Revenue and Customs requirements.

Read about limited companies here. 
 
To process payments to a limited company temporary worker we will require the following:

• Terms and conditions signed by an authorised signatory of the company.
• A copy of the company’s Certificate of Incorporation.
• Company bank account details.
• A copy of the company’s VAT registration certificate (if appropriate).

Some limited company temporary workers make use of contractor or composite companies. If you do, we will require the following:

• Terms and conditions signed by a director of the contractor company AND the temporary worker.
• A copy of the certificate of incorporation.
• Letter from the contractor confirming responsibility and banking details.

5. Paid Holiday Leave
 
It is important for everyone to take a break and have a rest from work. Working Time Regulations state everyone should have at least 20 days per year (which can include bank holidays) away from work. If you are a PAYE temp, this is detailed in your contract. If you are working through a limited company, our contract requires your limited company to comply.
 
If you are finding it difficult to plan a holiday around your work commitments, do not hesitate to call your consultant who can help you to make your arrangements at a time, which is convenient to everyone.
 
Under the 1998 Working Time Directive, a temporary worker is entitled to four weeks’ paid leave per leave year. The leave year runs from the temporary worker's commencement date. All entitlement to annual leave must be taken in the year in which it accrues. Untaken leave may not be paid, except on termination, nor carried forward.

Instead of paying holiday pay at the point at which holiday is taken, Witan Jardine includes holiday pay as part of the gross hourly rate. At 8.33% of your gross hourly rate this represents a sum equivalent to the annual entitlement of four weeks leave for every 48 weeks worked per annum.

If you wish to take leave during the course of an assignment you should notify Witan Jardine of the dates of your intended absence giving notice of at least twice the length of the period of leave that you wish to take. In certain circumstances Witan Jardine may give counter-notice to you to postpone or reduce the amount of leave that you wish to take and, in such circumstances, Witan Jardine will inform you in writing giving at least the same length of notice as the period of leave that has been requested.

Entitlement to payment for leave accrues in proportion to the actual time worked continuously by you on assignment during the leave year. The payment of the entitlement to paid leave shall be made together with and in addition to your hourly rate, for each hour worked.

Where a Bank Holiday or other public holiday falls during an assignment and you do not work on that day, the public holiday shall count as part of your annual leave entitlement.
 
6. Absence
 
If you are unable to attend your assignment for any reason you should contact us directly, in person, no later than 8.45am, so that we are able to notify the client.

If you have been unfit for work you should notify us in writing of each day’s sickness. Failure to do so may affect your entitlement to Statutory Sick Pay.
 
7. National Insurance Number
 
The Inland Revenue require this to correctly deal with your tax and National Insurance matters. If you do not have one please contact your local DSS office. In the meantime we are able to process your pay using a temporary National Insurance number (starting TN) and incorporating your date of birth.
 
8. Statutory Maternity Pay
 
We will require a MATB1 as soon as it is available so that we can assess your entitlement to Statutory Maternity Pay. Please contact Payroll who will be able to advise you of your entitlements and the required processes.
 
9. PAYE
 
This section does not apply to limited company temporary workers.
 
If you have a P45 from your previous employer please forward the original as soon as you can.

If you do not have a P45, your P45 is from an employment other than your last one or your P45 relates to a prior tax year you will need to complete a P46. Please read this carefully before signing the declaration.

Please make sure you put your name on the P46. The P46 should enable us to provide you a single person’s tax allowance on a week one basis. This means you will receive some tax-free pay. Following receipt of a P46, the Inland Revenue will, if you have a National Insurance number, issue the correct tax code.
 
10. If you need help…
 
For questions about your assignment, rates of pay, holidays, etc, please contact your consultant at Witan Jardine. For questions about the calculation of your pay, taxation, receipt of timesheets, etc, please call Finance. The main switchboard number is 020 7404 4004.