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FAQ

FAQ from Contractors

What is Self Billing?
Does Self Billing impact on my IR35 position?
Who designed the invoice format/layout?
How are the invoices numbered?
My Self Bill Invoice is not correct, who do I contact?
Is the Agreement with me or the Limited Company?
My Company details have changed. What do I need to do?
My system is set up to provide invoices. How will I cope with Self Bill invoices?
My Limited company has just become VAT registered. What do I need to do?
My Company has now de-registered from VAT. What do I need to do?
What are the timesheet payroll deadlines?
My timesheet authoriser is away. What do I do?
I haven't been paid. What should I do?
My payment is incorrect. What should I do?
How do I submit my timesheet?
Have you received my timesheet?
When will my limited company receive payment?




FAQ from Authorisers/Approvers

Q. How do I know if I have authorised timesheets correctly?

A. To help you through the process of authorising timesheets we have put together an Online Authoriser Guide, download your copy here



FAQ from Suppliers

Q. How do I check what timesheets will be paid to my company this week?

A. To help you through the process of downloading the timesheet report or accessing remittances we have put together an Online suppliers Guide, download your copy here



What is Self Billing?

An arrangement between a Contractor (Supplier) and Experis (The Customer) whereby Experis prepares a Contractor's (supplier's) invoice and sends it to the Contractor (supplier) with payment. In other words, on signing an Agreement your Limited Company will no longer need to send an in voice to Experis Accounts Department along with your timesheet. You send the timesheet and Experis sends you an invoice along with payment.

What's the benefit to me?

  • You don't have to produce an invoice
  • It speeds up payment process and you get your money more quickly
  • It reduces your administration
  • It's a more efficient payment process.

What's the benefit to Experis?

  • No need to check invoices to timesheet
  • It reduces queries
  • It's a more efficient payment process


    Does Self Billing impact on my IR35 position?

    No, self billing has no impact on your contractual or commercial arrangements between Experis and your Limited Company and has no impact on IR35 considerations.



    Who designed the invoice format/layout?

    The invoice format is a standard format that conforms to HMRC regulations and this cannot be changed.



    How are the invoices numbered?

    On creation of a contractor record, the contractor's reference number (seven digits) is interfaced to the self bill number reference and the numeric 00 is added to form a unique 9 digit number, which on production of a self bill invoice increments by one. (i.e. for worker 1234567, the first invoice no. will be 123456700; the next invoice will be 123456701 and so on).



    My Self Bill Invoice is not correct, who do I contact?

    It is unlikely that your self bill invoice is incorrect as it is taken from the timesheet that you submitted and the client has authorised. However, if you have a query, please contact your payroll team:

    Experis Online or paper timesheets

    Email: Timesheet.Query@experis.co.uk

    Skillstream

    Email: rtocontractorcare@experis.co.uk



    Is the Agreement with me or the Limited Company?

    The Agreement is between the Limited Company and Experis.



    My Company details have changed. What do I need to do?

    Please contract your Contractor Care Representative.

    The Limited Company has changed name. What do I need to do?

    If the Company has changed its name BUT maintained the same number, there is no requirement for a new agreement as detailed on Notice 700/62. We do require a copy of the change of name certificate issued by the Registrar of Companies. Please contact your contractor care representative or consultant.



    My system is set up to provide invoices. How will I cope with Self Bill invoices?

    Instead of providing your own invoices, you can use the self bill invoices as part of your Limited Company's accounting records. This is accepted by HMRC for purposes. However, we recognise that you may have your own system to provide invoices. If you want to continue to do this, we suggest you produce your invoice BUT DO NOT SEND IT TO US; instead attach it to the self bill invoice.



    My Limited company has just become VAT registered. What do I need to do?

    Contact your Contractor Care Representative/consultant who will request a copy of your certificate for our records. Your number will be updated onto our system and any will be paid up to date and then moving forward will be included on your payment invoice.



    My Company has now de-registered from VAT. What do I need to do?

    Please contact your Contractor Care Representative or consultant.



    What are the timesheet payroll deadlines?

    Completed and authorised timesheets should be received by Experis before 5pm each Monday.

    For contractors using the Skillstream system please check with your Contractor Care Representative to confirm the deadlines you need to work to.



    My timesheet authoriser is away. What do I do?

    We do need your timesheet to be signed or authorised by the client in order to process it. Please ensure that you have made arrangements with your line manager or the person who normally authorises your timesheet so that someone is able to do this in their absence. If you submit via an online system we should hold three timesheet authorisers for you if this isn't the case please contact your contractor care representative who can look into this for you.



    I haven't been paid. What should I do?

    Payment is made in line with the payment terms stated in your contract. Please check your contract first to ensure you are aware of your payment terms.

    If you submit via Experis online or paper timesheet:

    Please note that timesheets (and invoices where applicable) must be with us by 5pm on Monday to be processed. Timesheets sent after the deadline are processed the following week (your payment terms relate to the week in which your timesheet is processed by us).

    If you believe we have not made a payment in line with your payment terms, please contact our Payroll Helpdesk on 0203 122 0440 or timesheet.query@experis.co.uk

    If you submit via Skillstream:

    Please check that your timesheet was approved prior to the appropriate deadline. Please note that timesheet deadlines are as follows:

    • IBM - Timesheets must be submitted and approved by 5pm Monday
    • Capgemini - Timesheets must be submitted and approved by 12 noon Monday
    • BT - Timesheets must be submitted and approved by 12 noon Monday

    Timesheets approved after the appropriate deadline will be processed the following week / month depending on your contracted payment terms.

    If your timesheet has been approved in time and you have been invoiced but not received payment on your contracted payment date, please contact the Skillstream Helpdesk at skillstreamhelpdesk@experis.co.uk



    My payment is incorrect. What should I do?

    If you believe the amount we have paid you is incorrect, please contact the relevant helpdesk.

    If you submit via Experis Online or paper timesheet

    Please contact our Payroll Helpdesk on 0203 122 0440 or timesheet.query@experis.co.uk

    If you submit via Skillstream

    Please email your query to skillstreamhelpdesk@experis.co.uk



    How do I submit my timesheet?

    Experis Online timesheets should be submitted through the portal. For all other timesheets, excluding Skillstream Contractors, they should be scanned and emailed by 5pm each Monday. For details on where to send your timesheet please contact your contractor care representative



    Have you received my timesheet?

    If you submit via Experis Online or paper timesheet

    Unless you have told us otherwise, we will send you an SMS Text Alert on Thursday of the week you sent the timesheet to us, to confirm that your timesheet has been processed for payment (providing your timesheet has been submitted by Monday at 5pm).

    As soon as we have processed your timesheet, you will be able to check the details on the Experis portal at https://portal.experis.com or contact your Contractor Care Team to check this for you. If the portal does not show your timesheet as processed by Thursday morning of the week it was sent to us, please contact our Payroll Helpdesk on 0203 122 0440 or timesheet.query@experis.co.uk(please note that they are unable to check this information for you until Thursday morning).

    If you have proof that you submitted the timesheet before 5pm on Monday (copy of email or fax transmission receipt) we will ensure that your timesheet is processed to meet your contractual payment terms (again this cannot be arranged until Thursday morning each week and we would ask that you do not contact our Payroll Helpdesk until this point regarding timesheets submitted that week).

    If you submit via Skillstream

    You can search for any timesheets you have submitted in the archive section of Skillstream, this is a tab found on the left hand side of the system. You can then filter and search for authorised/unauthorised/denied etc to confirm the status of your timesheet.

    If you cannot view a timesheet you have submitted please contact the Skillstream Helpdesk team at skillstreamhelpdesk@experis.co.uk.



    When will my limited company receive payment?

    If you submit via Experis online or paper timesheets:

    Timesheets received by the 5pm deadline on the Monday will be paid in line with our contract payment terms. To confirm payment dates please log into your portal where they can be found. If you submit via Skillstream

    Timesheets authorised by your individual deadlines will be paid in line with your contracted payment terms – (either Monthly 0 days or Weekly 19 days).

    If you are contracted to Monthly 0 days payment terms your limited company will receive payment 4 days (usually Friday) after receiving your self bill invoice.

    If you are contracted to Weekly 19 days payment terms your limited company will receive payment 19 days after they receive your self bill invoice to the nearest Friday.