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Recent times have seen increased scrutiny from HMRC on the way contractors are paid whilst on temporary assignments. That is why it is important to use a provider you can trust, and why engaging with Orbital can safeguard you from non-compliant schemes.
We offer a one-stop-shop service of payroll options to suit every level of earnings and offer friendly, honest and informative advice backed up by our ‘Client & Contractor CARE’ values:
Compliant Attentive Responsive Everytime
Orbital Benefits ?
For Agencies and Contractors
Payroll Options ?
Credentials ?
What can Orbital offer you?
Benefits of using Orbital for Agencies
Peace of Mind
Clients can rest assured that they are getting sound advice and best practice from a compliant and established provider. We carry several of the most recognised compliance standards throughout the contractor payroll sector to confirm that you are in safe hands and we are also a fully independent group structure which ensures no conflict of interest.
Proactive Right to Work in the UK Checks
We are a provider that does actually perform the required checks on RTW documents, not one that just collects a passport copy and files it away. We have undergone specific Home Office approved training which enables us to spot counterfeit documents and alert our clients to any illegal workers.
Low-cost Margins
Besides consistently high levels of service, we offer industry leading low-cost margins that are based on a sliding scale to benefit all levels of earnings. Our margins can be flexible as we believe in a fair pricing level for all contractors.
Advance Payments
This is a standard part of our service for late time-sheets or if details have simply been missed off the normal weekly pay-run. All we need is the operatives’ details and a breakdown of their earnings, and we will pay them the same day at no extra cost. Any payments owed can be settled up the following week.
Jobs Board
As part of our employer obligations we offer a job board service that can assist the workforce when looking for their next assignment, and can also assist agencies that want to advertise their latest available roles.
Personable Service
We keep it simple, to the point and aim to offer the more personal, transparent approach to all parties. Our staff are on hand to offer unlimited assistance via phone and email.
Online Services
All operatives have 24/7 access to their own unique portal area, which allows them to view payslips/remittances, update their details, message us directly and submit expense claims. This helps the payroll process to be as automated and efficient as possible.
Multi-lingual Staff
Because we deal with clients all over the UK we realise that there is a diverse mix of cultures and languages within the temporary labour market. We have staff who can speak Romanian, Polish, Portuguese and Spanish to assist the workforce and ensure they have a smooth process from registration to first payment.
GDPR Ready
This was the biggest change to data protection laws in a generation. All our policies and procedures were updated to ensure that we were GDPR compliant before the May 2018 deadline.
Benefits of using Orbital for Contractors
Know You're in Good Hands
The flexible worker market is constantly trying to align to the ever moving target of compliance. At Orbital you get the best advice based on current HMRC guidelines and our commitment to compliance is confirmed by our various accreditations. It is advisable that you operate through a compliant, audited provider like us, so that you don’t put your financial affairs at risk with bad advice.
No Hidden Charges, Free Insurance
Our low-cost margin is always quoted as an ‘all-in’ rate which includes insurance as standard. We don’t ‘hide’ or forget to tell you about extra costs for things like insurances, as Personal Accident cover is included free of charge.
Online Services
All operatives who have a valid email address can have 24/7 access to the Orbital portal to view their payslips/remittances, update details and submit expense claims (if required).
We also make form-filling simple and efficient with our electronic signature service Signable, which allows you to complete registration documents in minutes and attach documents like ID or qualifications at the touch of a button saving both time and unnecessary paperwork.
Orbital Rewards
Available for Umbrella PAYE employees, our rewards scheme offers workers benefits and savings for a large number of recognised high street brands. You could save money on things like shopping bills and eating out.
Consistently Cost Effective
Right from day one we have always been one of the most cost effective providers in the UK market, and this is reflected in our industry leading margins. We operate a sliding scale basis which benefits lower-end earners but also doesn’t penalise higher-end earners. We believe in a fair price for contract workers.
Registration and After-care
We aim to give a more consultation based registration for all candidates, to help understand in full how the pay process works for them and what they can expect from Orbital.
Our help doesn’t stop there however, and we are on-hand for unlimited support via phone, email or text message.
Also, we want you to stay with us from each assignment to the next, which is why we offer the Orbital job board service which is packed full of the latest vacancies from the UK’s leading agencies:
Pay Illustrations
This is a service we offer all new starters on registration, but it can also be beneficial when you are moving to a new assignment or have a change in pay rates or expense claims. We are more than happy to give you an example illustration at any time, to give some clarity on what potential take-home pay you might achieve.
We don’t waste time with a web based calculator, as these often give the wrong figures and don’t take into account all individual scenarios that may apply.
Industry Accreditations
The Orbital Group has pro-actively gained a number of industry recognised accreditations and standards to prove to our clients and the workforce alike, that we are serious about operating to current legislation and protecting their interests.
Industry Accreditations
The Orbital Group has pro-actively gained a number of industry recognised accreditations and standards to prove to our clients and the workforce alike, that we are serious about operating to current legislation and protecting their interests.
Professional Passport
Professional Passport is an independent professional membership organisation working with all sectors of the flexible workers market.
The Professional Passport stamp of approval is only given to companies that have passed a rigorous, compliance audit and likewise is used by many agencies as a benchmark when reviewing their payroll suppliers. Orbital has completed all the PP checks and is a fully approved member.
0845 838 888 7
professionalpassport.com
FCSA
As the trade association for professional employment services (umbrella, accountancy, payroll), FCSA works to support the sector and the flexible workforce. Associates and members adhere to our Charter which confirms that their businesses operate legally and are run by Fit & Proper Persons.
0203 772 8622
julia.kermode@fcsa.org.uk
TEAM
TEAM is the largest network of independent recruiters in the UK. TEAM provides recruitment and employment services to its membership enabling its Members to provide all the benefits associated with a local independent recruiter whilst at the same time being able to harness the combined networking power throughout 700+ locations..
01730 890476
team@jobsatteam.com
PRISM
PRISM is a not for profit professional trade association that represents and promotes its members’ interests who all operate within the professional payment intermediaries sector.
The sector covers providers who offer support to temporary workers and recruitment companies by providing payroll services, employing workers through an umbrella company structure, and accountancy services support to workers who operate through their own limited company, often referred to as a PSC.
The members elect an Executive Committee, and this directs the Association’s priorities and activities.
0203 198 0094
www.prism.contractors
Orbital Payroll Group is a founding member of PRISM.
Apsco
The Association of Professional Staffing Companies (APSCo) was formed to give all firms involved in the recruitment of professional talent that have a commitment to excellence, the specialist support and distinctive voice they need to be successful. It gives candidates and employers a trusted badge of quality whilst providing member firms with an innovative range of services designed for them by recruitment experts.
101 Borough High Street, London, SE1 1NL
+44 (0) 8458 997 388
info@apsco.org
Payroll options for Agencies and Contractors
Umbrella no expenses - for lower-paid workers, or those who are under SDC (or the right of).
Mileage only Umbrella - where there is no SDC (or the right of), or candidate is a Mobile Worker (Orbital liability).
CIS Self Employed Sole Trader - where there is no SDC (Agency liability)
Outsourced PAYE Bureau - for agencies who wish to outsource their direct PAYE.
Non-CIS Self Employed Sole Trader - for agencies who wish to outsource their direct PAYE.
The Old Model That Still Looks Good – Umbrella no Expenses
This model is what many existing agency workers will now fit into if they are currently paid an uplifted ‘umbrella rate’ by their agency and working in roles deemed likely to be under Supervision, Direction & Control (or the right of).
If they are caught by SDC and don’t qualify as mobile workers, then no expenses can be reimbursed and all payments will be subject to full PAYE at source. The minimum take-on rate will still apply to ensure compliance for National Minimum/Living Wage and Holiday Pay purposes.
Benefits:
- Straight forward set up with all Tax/NI deducted at source.
- No time consuming HMRC administration compared to self-employment.
- Financially on a par with new ‘lower-end limited company’ products but without the hassle, stress or uncertainty.
- Many workers make a direct claim for expense tax relief at year-end.
- Full employment benefits, it is not a Zero-Hour arrangement.
- It has longevity – no need to be swapping to different models/tax loopholes each year.
Year-end Claims:
Due to the large number of contractors that may be caught by SDC post April 2016, it is almost certain that there will be an equally large number trying to claim back expenses at tax-year end. This could prove especially true in sectors that have been name checked by HMRC as likely to have SDC evident in most cases e.g. education.
Claims can be made by completing either:
- P87 form if claim is up to ￡2500.
- A normal self-assessment, which may require registering for a UTR number.
We can assist by:
- Keeping a log of the expenses submitted by the workers throughout the year.
- Producing a report at year end with a breakdown of the collated expenses.
- The report can then be used to help submit the claim, and the assessment is placed directly onto HMRC.
HOW IT WORKS
One
The worker becomes our employee engaged on an over-arching contract of employment which gives full employment benefits.
Two
Timesheet is submitted to the agency and expenses to Orbital via our online portal or by email, if the worker wishes us to capture them for year-end claims.
Three
Orbital invoices the agency for the agreed ‘contract rate’ and the total funds are sent to us.
Four
From the Gross amount we then make the standard Umbrella company and employment deductions including our margin, PAYE tax, National Insurance, holiday pay and pension contributions (if applicable).
Five
The funds are then processed after all deductions with confirmation of take-home pay sent via SMS text message. Payslips are uploaded to the portal each week/month.
SIX
Upon leaving our employment we will issue a P45, or P60 at tax year-end and if we have kept a record of expense claims, we can issue a report to the worker which will enable them to make a claim direct to HMRC on a P87 or Self-Assessment form.
Mileage Only Umbrella (No SDC or a Multi-site Worker)
This model is suitable for workers who have a high mileage claim compared to other expenses, over a series of assignments.
Changes to the Finance Act 2015 and in particular the new rules around ‘Relevant Salary Sacrifice’ prevent earnings fluctuating as a result of expenses being reimbursed. Mileage however, is outside of these rules so remains unchanged.
The worker will still have to be assessed for SDC on their assignment,
but where they pass the test or are a multi-site worker, they can claim the expense.
The guidelines are:
- Worker will be engaged on an over-arching contract of employment (thus treating the workplace as temporary).
- There must be evidence that there is no SDC (or the right of) per the assignment, or that they are a multi-site worker.
- Mileage only expenses can be reimbursed.
- Multi-site workers cannot claim ‘commute’ mileage, only ‘site-to-site’.
- All other expenses (receipted) are collated by Orbital to provide to the worker for a year-end tax return.
HOW IT WORKS
One
The worker and Orbital will have agreed this model works best for them upon registration/on-boarding based on the contract details. This process will also include an SDC assessment and for this option, SDC must not exist. Orbital would look to qualify the journey with information from the candidate and agency assignment schedules.
Two
Worker would submit mileage claims on a weekly expense form as normal, and include postcode to postcode, reason for travel, vehicle details and submit fuel receipts (dated and timed).
Three
We deduct our agreed margin from the Gross agency amount and the remaining funds are processed to ensure Holiday Pay and NMW obligations are met and Employers NI liabilities that are incurred on the pay.
Four
Any remaining funds available after the standard deductions would be used to relieve the mileage expenses claim.
Five
All other expenses would be collated ongoing throughout
the year and a report produced for the worker at tax-year end
for a self-assessment submission to HMRC.
CIS Self Employed Sole Trader
Agency/NIC Protect Indemnity Insurance
Due to the uncertainty that recent legislation changes have brought and the complexities of understanding Supervision, Direction & Control, many temporary labour agencies had moved away from the self-employed arena.
Agency protect has been developed to counter the event of a successful HMRC challenge and can provide reimbursement of agreed tax and NI losses as well as legal costs (if required).
We are not one of those providers who are on a sales mission to convince you that this is the cure to all your self-employed concerns, because it is not and it still requires processes in place to confirm why certain operatives are suitable for self employment. But if you would like the cover, we have the option available on a no obligation basis and it is essentially another layer of protection or ‘safety net’ if you are engaging with CIS sub-contractors.
Recently we have seen an increase in the number of operatives going back through CIS as agencies gain more knowledge, feel more confident and have a better process to work with the legislation.
Feel free to get in contact as we are happy to discuss the policy with you in more detail at anytime, or we can also get our brokers to have a chat with you if you feel it would be beneficial.
Policy is run by Accountax on behalf of Markel.
Perfect for sub-contractors that work on a freelance basis within construction (trades or technical) and rail. Due to the introduction of the ‘Onshore Intermediaries’ or ‘Agency Legislation’ in April 2014 and the subsequent reporting obligations that started in 2015, it is now important to establish whether Supervision, Direction or Control (or the right of) exists to each worker as to the manner of how they perform their duties, per assignment.
If it is confirmed that SDC exists on particular working arrangement, then the operative would have to be classed as PAYE for tax purposes. We can assist our clients in performing a robust assessment on SDC including which level of job roles could be ruled out straight away and those roles where an assessment could be made.
CIS engagement contains the following aspects:
- Unique Tax Reference number and proof of self-employment is a requirement.
- Process to confirm whether or not the right of SDC exists on a particular role or assignment is important to establish for employment purposes (Agency liability).
- CIS tax deducted at 20% (standard) or 30% (higher rate) after verification with HMRC.
- All sub-contractors are engaged on a fully compliant contract for services, are free to find their own assignments/work detail and have the right of substitution.
- Public liability and Personal Accident insurance cover as standard (if required).
- NIC Protect indemnity insurance cover available against any potential status enquiries.
- Weekly, self-employed remittance to show earnings breakdown. Available on contractor’s portal.
Outsource PAYE Bureau
This is the ideal service for clients that have any number of directly employed PAYE workers but don’t want the cost and hassle of running an in-house payroll.
We can take away all the pressure involved in the setup, processing and payment of workers to leave you to concentrate on maximising your business.
Since the changes to claiming travel and subsistence expenses affected Umbrella PAYE workers in 2016, this option has become more popular for those at the lower end of the pay scale who now don’t have the benefit of expense reimbursement.
Benefits Include
- Full employment Status.
- All PAYE tax and NI calculations.
- RTI information sent to HMRC.
- Summary details of RTI, PAYE, SSP, SMP, NIC and any other data you need.
- Printed or electronic payslips.
- P45’s, P60 and P11D.
- Management and reporting of Pension Auto-Enrolment scheme.
- Bulk payroll upload.
- Weekly/Monthly payroll.
- Payments made any day of the week.
- Fixed fee per worker, per pay period.
- Quick, straightforward setup.
- Unlimited support.
Non – CIS Self Employed Sole Trader
Still a popular choice for contractors who want the simplest way of being self-employed as a sole trader, rather than a limited company. This option is suitable for all non-construction operatives who are happy to self-assess at year-end, but without the hassle of being a company director and the responsibilities that brings.
Sole trader engagement contains the following aspects:
- Unique Tax Reference number and proof of self-employment is a requirement.
- Process to confirm whether or not the right of SDC exists on a particular role or assignment is important to establish for employment purposes (Agency liability).
- Funds are paid Gross with no deductions apart from our retained company margin.
- All tax and NI to be paid at year end by the worker.
- All sub-contractors are engaged on a fully compliant contract for services, are free to find their own assignments/work detail and have the right of substitution.
- Public liability and Personal Accident insurance cover as standard (if required).
- NIC Protect indemnity insurance cover available against any potential status enquiries.
- Weekly, self-employed remittance to show earnings breakdown. Available on contractor’s portal.
Similar to CIS, the introduction of the ‘Onshore Intermediaries’ or ‘Agency Legislation’ in April 2014 and the subsequent reporting obligations that started in 2015, means that it is important to establish whether Supervision, Direction or Control (or the right of) exists to each worker as to the manner of how they perform their duties, per assignment.
It is advisable that anyone who would be under the scope of SDC (or the right of) would not be suitable for this model and would have to be classed as PAYE.
Contact us
Different agency, same Orbital
Just because you move agencies doesn’t mean you have to suddenly change your payroll provider, and potentially incur more costs for a lesser service. Simply let us know the new agency name and contact details and we’ll do the rest. We work with 100’s of agencies throughout the UK and can set payment up with them in a matter of minutes. If you don’t ask, you’ll never know.
Contact us now if you want to keep using our services with your new agency:
Orbital Job Board
Has up to the minute vacancies from the UK’s leading agencies:
New Registrations
If you are new to Orbital, you can register some of your details quickly via our online login. We still need to speak to you to explain our services etc. and we will also need to send you additional information including terms and conditions which need a signature.
01226 444 445
info@orbitalservices.co.uk
Online Registration
Contractor Portal
Upon registration you will be sent an email to set up your login to our contractor portal.
The portal allows you 24/7 access to be able to view payslips/remittances, submit expenses or simply update your personal details. It also allows us to send any documents e.g. updated terms and conditions to you more quickly.
If you have not been sent your login yet, please contact us ASAP and we will forward it on, likewise if you have forgotten some of your login details or password, let us know and we can send you a new link.
Portal Login
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