Contractor FAQs
What is a Key Information Document?
The requirement for a Key Information Document (KID) was brought in from April 2020, to comply with regulation 13A of The Conduct of Employment Agencies and Employment Businesses Regulations 2003 (the ‘Conduct Regulations’). It is intended to improve the transparency of information to agency workers and demonstrate how a proposed rate of pay is affected by any relevant fees and deductions that can be made through the supply chain.
You should not regard the KID as a contractual arrangement – it is designed to provide an overview of how your net pay could be calculated. The figures in the document will not completely represent what you may be taking home. Nonetheless, it should provide you with a better understanding of how your pay rate is affected by any relevant fees and deductions.
More information can be found here.
What is Opt In or Opt Out?
Your consultant will be able to provide a guide on Opting in and Opting out if needed.
I don’t know my Umbrella Company details, what should I do?
You will need to source and supply these as soon as possible. Your paperwork cannot be raised until we have this information. For anything you are unsure of (i.e. Umbrella insurances etc.), please pass the contact details of your Umbrella Company to Spectrum IT and we can source this information directly. Should you need a new umbrella company, please refer to the associated providers through either FCSA or APSCo. Please contact your Spectrum IT representative should you not be able to find these.
Can I provide a personal reference if I have been with the same company for 5 years?
Yes. There are many templates available online to adhere to for the personal reference, however, your Spectrum IT representative would be able to provide one to you should you need it.
Do you want the agency contact details or the end client details for the reference?
Either. Ideally, the end client details as this will assist us in obtaining a more detailed reference on your work, however, an agency contact will be sufficient.
I am not able to get the documentation to you; can I still have the contract and start?
No. We can only issue the relevant contractual paperwork once we have the required information and documentation, and you cannot legally start your assignment until this is all in place.
What is IR35?
IR35 is the term used to describe the HMRC’s tax legislation that is designed to combat tax avoidance, where contractors who are supplying their services to clients via an intermediary, such as a Personal Services Company (PSC), but who would be an employee if the intermediary was not used. More details can be found here.
Why do I need insurances?
It is a condition of your contract that you hold the relevant insurances. Spectrum IT is required, via our terms of business with our clients, to ensure that all contractors hold the adequate level of insurances. The relevant insurances protect you and your PSC from a range of possibilities including negligence, loss of data/documents or equipment damage to name but a few.
If you are working via an umbrella company, you will be an employee of the umbrella scheme, and in most cases, you will automatically receive business insurance cover. Make sure you confirm this with your scheme provider.
Can you pay into my personal bank account?
No. Spectrum IT can only pay into the bank account for the Personal Services Company that the work is being completed by.
When do I have to submit timesheets by?
Spectrum IT would always recommend uploading your timesheet information on a weekly basis, to prevent any delay in your payment. The full details for timesheet deadlines for your payments can be found in the payment schedule, which is located under the “Current Documents” tab in your initial placement on the timesheet portal.
When will I be paid? (PSC or Umbrella)
Your payment terms are highlighted in your contract and the relevant payment schedule can be located under the “Current Documents” tab in your initial placement on the timesheet portal.
Should you be working through an umbrella company, you will need to contact that organisation to see when they would release the payment to you after we have made it to them.
Why haven’t I been paid?
Common reasons you have not been paid include:
- Timesheets not submitted
- Timesheets not approved
- Spectrum IT do not have your bank details
Should any of the above not be the case, please contact Spectrum IT on 02380 765800 and the Admin or Finance team will be happy to assist.
I am not able to enter my timesheets on the portal and the section is greyed out
You may have not yet accepted the contract documents for your assignment. Please refer to the “Current Documents” tab on the portal to access and accept this and then try again.
Ensure you have selected the placement that covers the timesheet period that you are submitting via the drop down options. Please refer to the Spectrum IT portal guide which can be accessed here.
I haven’t received my self-bill; will I be paid on time?
If your timesheets are submitted and approved, and if Spectrum IT has received all of the required documentation, then payments will be on time. More information can be found here.
Do I need to submit an invoice?
Unless you have opted out of self-billing, you will not need to send Spectrum IT any invoices. The portal will process your payments and you will receive your self-bill invoice/remittance advice through the portal. More information can be found here.
How do I submit my timesheets?
Please refer to the Spectrum IT portal guide which can be accessed here.
I have not worked a week (e.g. due to holiday or sickness), do I still need to submit a timesheet?
Yes, you will need to submit a zeroed timesheet for any days or weeks not worked.
Why can’t I see my new placement/extension?
Your new placement or extension will not show on the portal, for your selection, until the commencement date. You may have not yet accepted the contract documents for your assignment. Please refer to the “Current Documents” tab on the portal to access and accept this and then try again.
Should you have any further questions, please contact your Spectrum IT representative or any other member of the Contracts Team.