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Contractor Welcome Pack

Contractor Welcome Pack - Amazon Web Services · Contractor Care Team Email: For general enquiries/problems – [email protected] For contract enquiries – [email protected]

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ContractorWelcome Pack

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, Babcock 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. Our office network provides a local presence for our clients and candidates in a range of locations from Thurso to Plymouth.

Morson International recruits both temporary andpermanent staff within the UK and internationally.It operates across a range of industries including:

Aerospace

Marine

Automotive

Nuclear

ProfessionalServices

Oil & Gas

Construction

Scientific

Rail

Telecoms Utilities

IT

Morson International is the UK’s No.1 Technical Recruitment Agency. Our Head Office is based at Centenary Way in Salford with additional officesplaced 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.

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.

A message from our Group CEO 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 directly and our Contractor Care Team will respond quickly to 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 ManagerGed Mason, Group CEO

Morson International is the UKs No.1 TechnicalRecruitment agency. The company was startedby 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. This, together with our integrity and dedicationto quality has helped us to succeed.

Contractor Care TeamEmail: For general enquiries/problems – [email protected]

For contract enquiries – [email protected]

Telephone: 0161 786 1516

The Contractor Care Team has over 40 years of Knowledge and Experience in combined service with Morson.

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.

We listened to you, and hence the Contractor Care Team was formed.

Contractor Care Team

Morson 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.

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 proceduresare clear and easily understood

Setting and enforcing standardswithin the department

Encouraging continual improvementand regular training of our people

Paying particular attention to detailwhen processing your payments

Continually striving to improve ourprocesses to enable us to provideyou with an excellent customer experience.

Payroll Mission Statement The Payroll Departmentis divided up into different Teams:

OrangeTeam

GreenTeam

ContractorCare Team

ContractsTeam

ExpensesTeam

PensionsTeam

Green Team

Email: [email protected]

The Green Team also has a focus on paying timesheets and has over 55 years of Knowledge and Experience in combined service with Morson.

Please note all standard timesheets/forms can be accessed at www.morson.com

Orange Team

Email: [email protected]

The Orange Team has a focus on paying timesheets and over 55 years ofKnowledge and Experience incombined service with Morson.

Pensions Team

Email: [email protected]

Telephone - 0161 707 1516

The Pensions Team is solely dedicated to look after your pensions enquiries.

Contracts Team

Email: [email protected]

Telephone - 0161 707 1516

The Contracts Team looks at contract set up, amendments and extensions and has over 40 years of Knowledge and Experi-ence in combined service with Morson.

Expenses Team

Email: [email protected]

Telephone - 0161 707 1516

The Expenses Team is solely dedicated toprocessing your expenses

The Expenses Team is providing very valuable specialist knowledge to our Department.

Core Values

We are governed by our core values. They shape the culture and define the character of our company. They guide how we behave and make decisions.

SafetyThe safety of our workforce is a fundamental value to the Morson Group. We place safety at the forefront of our business by developing initiatives like Work Safe Home Safe, and committing to industry frameworks for continuous improvement.

KnowledgeOur cross – sector expertise is considerable. Morson Group is approaching half a century in business and as the engineering industry has evolved, so have we. Our consultants are experts in their field and we invest in the continuous professional development of our teams.

IntegrityWe operate in an open and honest manner, acting with the utmost integrity, professionalism and honesty. We honour our commitments and promises, building long term relationships with our clients and candidates.

DeliveryWe deliver on our promises to clients, candidates and employees as well as providing service of the highest standard. We term this ‘Excellence Through Performance’.

InnovationAs an industry leader we commit to being innovative – it turns our ideas into reality. When opportunities or challenges arise, we believe solutions exist, go the extra mile to find answers and deliver service in new and better ways.

Equality, Inclusion and Diversity

The diversity pledge is agreed by Jobcentre Plus and the Recruitment Employment Confederation (REC). The pledge applies to both, the public and private sectors and is a commitment to delivering the diversity agenda and developing best practice as an industry.

Morson Group is committed to diversity and has pledged to:• Value and harness the differences between people and the benefits that can be gained from those differences.• Actively seek to identify diverse candidate pools and promote their engagement.• Review all aspects of the employment process to eradicate unjustifiable discrimination.• Promote recruitment and selection best practice in accordance with the agreed standards.• Work with others to challenge discrimination where it is found.

The Morson Group Equality, Diversity and Inclusion Policy is committed to promoting equality of opportunity for all staff and job applicants. We aim to create a working environment in which all individuals are able to make best use of their skills, free from discrimination or harassment, and in which all decisions are based on merit.

We do not discriminate against staff on the basis of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation, part-time or fixed term status (protected characteristics).

The principles of non-discrimination and equality of opportunity also apply to the way in which staff treat visitors, clients, customers, suppliers and former staff members.

Becki Ross, Head of HR, commented:“In addition, skills shortages are becoming an increasing concern, posing a risk to short-term and long-term recruitment requirements for companies. It is becoming increasingly critical to recruit talent from every possible source in order to thrive in the 21st century recruitment industry. Embracing diversity is a necessity.”

MorsonOnline is accessed via www.morson.com

MorsonOnline is accessed via our main web page www.morson.comTo take advantage of MorsonOnline you will need to register with our website.• Choose register in the top right corner of our page

We at Morson are proud to welcome you to our new online service; MorsonOnline; which will provide you with many of our services online.

You are able to: • Update personal details• Upload your CV and other documentation• View and manage bookings• Complete timesheets for printing (with memory function so all you have to do is change the week ending)

This function is for users of Morson paper timesheets only. If you are completingclient timesheets or online timesheets, please continue using this method.• Link to the Morson Online Timesheet Solution (only applicable at selected clients)

• Upload timesheets for payment• View and print all previously processed timesheets• Track timesheet progress • View and print pay advices for the current tax year• Electronically sign contracts• Contact us• Receive help and support for payroll, HMRC, policies, legal changes and much more

To see a demonstration of MorsonOnline, please visit:http://tv.morson.com/video/morson-online-full?current-channel=morson-group

How do I submit my hours? Workplace Pensions

How you submit your hours depends on the client you work for.

If you are required to follow a specific process, you will beadvised of this before your contract starts by yourRecruitment Manager.

Generally, there are three ways Morson will receive your hours; and these are either:

• Timesheet – either a Morson or Client specific timesheet• Online Timesheet (OLTS)• Upload

There will be exceptions to this and if you are unsure, you can contact the Contractor Care Team on 0161 786 1516 or email [email protected]. Alternatively you can contact your Morson Recruitment Manager

In line with Government Legislation, after an initial 12 week postponement period from the start of your contract if you are a PAYE contractor you will be automatically enrolled in our workplace pension. The scheme for our temporary workers is People’s Pension, which is provided by B&CE an experienced provider of workplace pensions in the UK. We will share relevant information with B&CE so that they can administer your pension account.

Once the period of postponement ends we will assess you against the eligibility criteria listed below and if you fulfil the criteria you will be automatically enrolled.You will be automatically enrolled if:-• You are at least 22 years old and are under state pension age• You earn more than the earnings trigger which is £805 per month or £111.00 per week• You usually work in the UK

Once enrolled, you will be required to make contributions cur-rently at the rate of 1% of qualifying earnings. If you do not fulfil all the criteria we will continue to assess you each time you are paid.

Once enrolled your joiner pack will be sent to you by People’s Pension. If you decide that you do not wish to contribute to the pension scheme you will need to follow the opt-out instructions in your joiner pack. If you have any queries regarding pensions please contact [email protected]

Where and how doI submit my timesheet?

You can submit yourtimesheet either by email or by fax

To submit your timesheet by Email please send [email protected]

To submit your timesheet by Fax please send to0844 560 1361

When submitting your timesheet either by email or fax,please use the following format:

In your email subject please stateFrom Your Morson ID Line Number, for example From 12345

The attachment should be sent as pdf or tiff file.Please do not send zipped files as these will berejected by the system.

The timesheet MUST be completed in black.

Please note that the system is unable to read any attachmentsand they will be rejected by the system.

If you have any specific instructions then please [email protected] or ring 0161 786 1516

EXAMPLE

How do I complete my timesheet?

Complete the following:Enter week ending dateEnter your Morson ID (This is the Contract Number fieldon the timesheet)Enter you surname and forenameEnter the name of the client that you are working for

The hours you work need to be entered in one ofthe following fields:Standard HoursEvening HoursWeekend HoursShift HoursDaily TotalsTotals

How to fill in your hours: Standard - HoursIf 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

Standard - Daily Rate 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

EveningEnter hours for any that are worked over standard hours

WeekendEnter hours here that are worked on a Saturday or Sunday

Shift HoursEnter hours here if you work a shift pattern for eitherdays or night

Daily TotalsEnter here all hours worked as a total for EACH DAY

ALL HOURS SHOULD BE DECIMALISED

Shift/Absence Check FieldsSHIFTS – Tick each day as appropriateABSENCE – Tick each day as appropriate, you need totick to indicate if it is sick or holiday

Signatures ContractorLine Manager – Signature and Print Name

Conversion Table - minutes to decimal

Minutes0510152025303540455055

Decimal0.080.160.250.330.420.500.580.670.750.830.91

On Line Timesheets - OLTS Upload

If you are one of our many contractors who submits their hours by completing an on line timesheet (OLTS), you will be sent a copy of the User Guide once you are made live on our system. Please note, this is only applicable where our client has adopted this system.

Some Key Points

The first time you access the online timesheet module, please click the link sent to you via email which will also include your login and password.This link will open the online timesheet module in your internet application.E.g. Explorer.

Please enter your login and password to access your timesheets.

Your password must be changed when you log in for the first time.This is available at the bottom of your screen once logged in.

Please ensure that your line manager has actioned your timesheet beforethe deadline each week.

Deadline for approval of your OLTS is Tuesday 12.00 Noon

Your timesheet for the current week will be available each Thursday.

Please keep a note of your password and login details, however if you should forget your login or password please contact the OLTS team [email protected]

Make sure that you log out after each session using the LOG OFF menu option at the bottom of the screen.

If you are one our many contractors who submit your hours online on the Client site, then your hours will be submitted directly to Morson from the Client you work for.

Your hours may be taken from a clock in system or client recording system and sent to Morson electronically.

Our automated systems will then ‘upload’ the hours which have been sent to Morson. Morson have no control on the hours that are sent and we do not have access to the system you have used to enter your hours on at the Client site.

If you think your hours are incorrect, you would need to check with your Line Manger or whoever authorises your hours in the first instance.

If there is still a discrepancy, please contact the Contractor Care Team on 0161 786 1516 or [email protected]

Expenses

ExpenseClaim

Please send your Expenses Claim Form and ORIGINAL receipts to:

Morson Expenses TeamAdamson HouseCentenary WaySalfordManchesterM50 1RD Please send your Expenses

Claim Form and COPY receipts via email or fax to:

Email:[email protected]

Fax:0161 786 1529

How do I submit my expenses?

Limited Company ContractorWhen submitting Expense claims use the followingaddress and format:

[email protected] field - Contractor Name and Morson I/D number All expenses must be accompanied by the relevantcopies of receipts.

All expense claims require:

Week ending dateContractor nameMorson ID NumberClient you are working for

All expense claims must be authorised by the client.Please note if you do not include the above informationon your Expense claim this could delay payment.This applies to all contractors.

PAYEContractor

Ltd CompanyContractor

Expenses – PAYE Contractors

Please send your Expenses Claim Form and yourORIGINAL receipts to: Morson Expenses TeamAdamson HouseCentenary WaySalfordManchesterM50 1RD

This will allow us to fully reimburse your expenseincluding the VAT form.

Please see example of how to fill in your ExpenseClaim Form.

Please note a fully completed Expenses Claim Formand original receipts are required to ensure fullpayment of your expenses.

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EXAMPLE

Expenses – VAT Registered LimitedCompany Contractors

Send in your completed Expenses Claims Form and copies of your receipts by email to [email protected] or fax to0161 786 1529

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 £100.00 This will be shown under your expenses on your Self Billing Invoice or Remittance Advice VAT £20.00 This will be shown as part of the VAT amount on your Self Billing Invoice or Remittance Advice Gross £120.00 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.

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EXAMPLE

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 £120.00 including VATHours £1000.00Hotel Net Amount £100.00Total VAT @ 20% £220.00Total Invoice £1320.00 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 SchemeThe 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.

Expenses – Limited Company Non VATRegistered Contractors

Send in your completed Expenses Claims Form and copiesof your receipts by email to [email protected] or faxto 0161 786 1529

Please note a fully completed Expenses Claim Form and copy receipts are required to ensure payment of your expenses.

Holiday/Leave (PAYE Accrural 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 0161 786 1564 or you can submit it by email to [email protected]

EXAMPLE

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 email to the Contractor Care Team on [email protected] or you can fax it to 0161 786 1529

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 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 0161 786 1529, or email [email protected]

EXAMPLE

Deadlines

The deadline for receiving timesheets is 12.00 Noon on a Tuesday.

The deadline for receiving completed contracts is 11.00 Hrs on a Tuesday

Contacts

Links

Contractor Care Team – [email protected] Team – [email protected] Team – [email protected] Team – [email protected] of timesheets – [email protected] Fax 0844 560 1361Submission of holiday requests - [email protected] Fax 0161 786 1564

Contractor Care Helpdesk – 0161 786 1516Morson Main Switchboard – 0161 707 1516

All our documents can be downloaded from our website: www.morson.com

Go to: Document Library > Contractor Care Morson TimesheetMorson Expense FormMorson Change of Details FormMorson Leave Request Form

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 incorrectlyon 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 0161 786 1516. 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

What do I do if I haven’t received by payslip? In the first instance try your junk folder, your payslip will be sent from [email protected]. Please note that [email protected] is an automated email system and is unmanned, so please do not send any messages to Morson to that email address. If your payslip is not in your junk folder, then please contact the Contractor Care Team on 0161 786 1516, or you can email us on [email protected]

When will my pay go into my bank account? Money will be in your account on a Friday. If PAYE impact payroll days we will notify you

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 0161 786 1516, or you can email us on [email protected]

What do I do if I need a replacement payslip? Please phone the Contractor Care Team on 0161 786 1516, or you can email us on [email protected]

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

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 0161 786 1516, or you can email us on [email protected]

What do I do if I want to check my contract has been set up? Please phone the Contracts Team on 0161 707 1516, or you can email us on [email protected]

What do I do if I think I have been underpaid? Please phone the Contractor Care Team on 0161 786 1516, or you can email us on [email protected]. 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 0161 786 1516, or you can email us on [email protected]. 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 0161 707 1516, or you can email them on [email protected]

What do I do if I have a question about my Tax or NI? Please phone the Contractor Care Team on 0161 786 1516, or you can email us on [email protected]

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 0161 786 1516, or you can email us on [email protected]. 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 [email protected]

What do I do if I reach retirement age, but continue to work, how do I ensure I donot 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 [email protected]

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 0161 786 1516, or you can email us on [email protected] and inform us of which year you need it for

Frequently Asked Questions

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