Umbrella Service - Frequently Asked Questions
Here’s where you’ll find all our most frequently asked questions. If you can’t find what you’re looking for, just get in touch with us and we’ll try and add it to the list.
How do I join i4?
You can join the UK’s most flexible umbrella company by completing a simple application form here. Alternatively, you may want to speak to one of our advisors, so please contact firstname.lastname@example.org or call 0203 603 1290.
Do you need my p45?
Yes, please send us your original P45. If it was emailed to you from your last employer, then email it to email@example.com. If it was posted to you, please post parts 2 and 3 to i4 Pay Partners Ltd, 25 West Quay, Ramsey, Isle of Man, IM8 1DL.
Why do you need my P45?
Your P45 shows us your latest Tax Code as well as your Pay and Tax figures to date from your previous employer. This is essential for us to ensure that your taxes are being calculated correctly and that you are not paying any more tax than is necessary.
What difference does a tax code make to my pay anyway?
Your tax code is made up of a series of numbers, for the tax year 2016/2017 the standard numbers are 1100. That means you get £11,000 per year tax free which equates to £212 per week. If your earnings are under this amount you will not have to pay tax. For example, if you earn £300 a week, you would only have to pay tax on £88. The percentage of tax you pay on that £88 will be 20%. If you earn more than this then your earnings will be spread over the tax bands. (Please note this does not include National Insurance, this only relates to income PAYE tax).
For more information on tax codes and tax bands head to www.gov.uk/income-tax-rates.
We cannot assign or update a tax code unless we have been instructed by HMRC to do so. If you feel that you are on the wrong tax code, you can contact the Tax Office directly on 0300 200 3300.
What documents do I need to send you to complete my registration?
Once you have completed and returned your application form, we will email you a Welcome on Board Pack. This pack contains several vital documents which must be completed, signed and returned to us as soon as possible. To make it easier we provide an electronic signature facility which you can complete via the internet or your handheld device. The only other document you must provide to us is proof of your entitlement to work (ETW) in the UK. If you are a British/European citizen, then you can provide us with your passport or ID Card. If you are from outside of the EU then you will need to provide us with your up-to-date Visa and passport copy. You may have a biometric residence permit, in which case we require both the front and back of the card. Depending on your visa type, you may have restrictions on your employment in the UK. For more information about what counts as ETW please visit www.gov.uk.
Can I work with you if I have more than one agency?
Yes, absolutely! We strongly recommend it. Instead of having multiple employers and multiple payments per week you will have all of your work and payments centralised, which is why we are called an Umbrella Company. Just let us know which agencies you are working with and we will get in touch with them to process your payments.
I have a permanent job, can I join i4?
Yes, we will become your second employer, and your permanent job will hold your main tax code. We will put you on a secondary tax code and keep all of your tax and NICs deductions up to date.
What is my Employment status?
You are employed by us under a contract of employment and you are entitled to all of your statutory rights, including:
- Holiday Pay
- Paternity/Maternity Pay
- Sick Pay
- Workplace Pension
What income confirmation can you provide?
We can provide income confirmation and references in the event you are applying for a mortgage or a loan. There is no charge for this.
Am I covered by insurance?
In addition to the statutory Employer's and Public Liability Insurance, we provide Professional Indemnity Cover of up to £2,000,000 for no extra fee (subject to specific high-risk sector limitations, for example Medical, Offshore Oil and Gas, etc. — please call us for more information). We also provide veterinary professionals with £500,000 Professional Indemnity Cover that is included as part of our fee.
What other benefits do I receive?
On top of all the other benefits listed above we also offer you an Employee Benefit Scheme, which entitles you to some sensational discounts that can save you in excess of £1,000 a year.
Where can I find out more about the Employee Benefit Scheme?
Simply log into your on-line portal and select the HR tab to start receiving the discounts today!
Can I opt out of the Employee Benefit Scheme?
Yes you can, you are able to do this from your on-line portal. Once you decide to opt out you will no longer receive access to the discounts.
What are your fees?
You get 100% tax relief on our fee, so ultimately you get approximately 45% discounted from the fee shown on your pay slip (see below). Our fee is capped at £28 per week worked and there is no charge if you do not work and there are no joining/exit fees.
|0% Tax Band||20% Tax Band||40% Tax band||45% Tax Band|
|Net Fee (%)||6.5||3.52||2.22||1.89|
How much does it cost to leave i4?
There are no joining or termination fees.
How long do I have to be employed by i4?
You are free to terminate your contract with us at any time, subject only to any restrictive clauses in your agency’s Terms & Conditions. We do ask that you give us one week’s notice, so that allows us some time to process any outstanding payments that may be due to you.
Are there any hidden charges?
No there are no hidden charges, all you pay is our administration fee as detailed above, and the £1.20 fee per week worked if you opt to take advantage of our Employee Benefit Scheme.
When do I get paid?
We run payroll every day of the week, excepting for UK Bank holidays. Your payment is processed on the day we receive the funds from your agency or end-client, and if your bank accepts Faster Payments your funds will be cleared that day, otherwise they will take between one and three working days to clear. Unfortunately, we cannot control when your agency pays us, but if you are expecting payment and it has not arrived please get in touch and we will do our best to chase it up for you.
What should I do with my timesheets?
You will be instructed by your agency or client where to send your timesheets. Most often, your agency will require them in order to be approved, and they will then inform us of your hours worked. If you have registered with our unique daily fee option, then we recommend that you submit a copy of your actual timesheet to firstname.lastname@example.org on a weekly basis to ensure you are not over charged.
If you are working directly with an end-client, then you can use your on-line portal at www.i4groupuk.com to submit an invoice request (which is like an electronic version of a timesheet) each week. Failure to do this may result in your payments being delayed.
How do I claim for holiday pay?
You have the option to either accrue your holiday pay or to have it paid out to you as an advance with every payment. If you decide to accrue your holiday pay then all you need to do is log onto your on-line portal and under the HR section, simply select the option of Holiday Pay Accrue/Advance. We will then start accruing your holiday pay. When you decide you would like youraccrued holiday pay paid out, simply select the Holiday Pay Request option under the HR section on your on-line portal. If you prefer to have your holiday pay included with each payment then your pay slip will show your normal earnings and your advanced holiday pay as separate items. It is our standard procedure to automatically advance your holiday pay together with your wages each week.
How do I check the latest status of my payment?
You can simply TEXT ‘MYPAY’ to 0117 325 6900. Make sure you send the TEXT from the mobile phone number we have on file for you, and you will be sent a reply updating you on the latest status of your payment.
You can track the progress of your payments, from the time we raise an invoice to your agency or end-client right through to the loading of your payment into BACS via the electronic payment system. Using our Payments Tracker system you can see, in real-time, exactly where you stand.
Can I receive more than one payment a week?
Yes you can.
We process payroll every single day, so if you are working via multiple agencies then it could happen that we receive money on different days for you. Because your tax and NI are calculated weekly, we have to issue full payslips that include all of the money received for you so far that week.
So if you get two or more payments per week from us, disregard the earlier payslip(s) - it is the final payslip each week that includes the full details: the total Net Pay on that final payslip of each week shows the total you have recieved, but remember that you may have received it in two (or more) separate installments.
If you prefer to have just a single (total) payment each week, on a fixed weekday, you can simply email email@example.com and request a preferred payment day, for example Fridays.
What is the best way to get in touch with us?
Hopefully this section on our website will answer any query that you may have so that you do not need to spend your time contacting us. However, for all other queries the best contact details are listed below:
Customer services: firstname.lastname@example.org or0800 084 3058 choose Option 2
Payment queries: email@example.com or0800 084 3058 choose Option 3
Expenses queries: firstname.lastname@example.org or0800 084 3058 Option 4
Registering with i4: email@example.com or 0203 603 1290 Option 1
Please contact the relevant department to make sure you get through to the best team to help you with your query as quickly as possible.
What are your opening hours?
We are open Monday to Friday (excluding bank holidays) from 9am until 5pm. If you are unable to contact us during these hours, we recommend sending an email to firstname.lastname@example.org or leaving a voicemail on one of our numbers shown above. We will reply to your query when we are open again.
How do I log in to my on-line portal?
You will be able to manage your employment using your on-line portal, so we strongly recommend that you get accustomed to it. So when you are busy working hard during the day, you do not need to stop to make contact with us, simply log on to your portal at www.i4groupuk.com. Your User ID will be contained in your Welcome on Board Pack. If you cannot locate it, simply email email@example.com and request it. Your password is also emailed at the same time your Welcome on Board Pack is sent. If you cannot locate it, simply head to www.i4groupuk.com and it will be emailed to the email address we hold on file for you.
I do not understand my payslip, can you help?
Whilst the umbrella model is a PAYE model, there are some subtle differences compared to standard PAYE. As a result, the payslip we provide you is slightly different than what you might be used to. Here is a simple explanation of how your payslip is formed. If you would like a more detailed explanation, then please email firstname.lastname@example.org and we will get in touch with you.
What does Discretionary Profit Sharing Bonus (DPSB) mean?
This is the balance of your earnings once we have calculated your basic pay (at the National Minimum Wage), paid your holiday pay (if it has not been accrued) and accounted for any expenses on which you are receiving tax relief.
DPSB = (Gross earnings) minus (Basic pay) minus (Holiday pay paid) minus (Expenses).
Why are you taking my holiday pay?
We are not. Your holiday pay is paid to you each week and it is shown as Holiday Pay Advanced on your payslip. If you have chosen to accrue your holiday pay then it will not show as part of your earnings on your weekly pay slip, however it will be shown as Holiday Pay Accrued on the pay slip, and you can request this to be paid to you at any time.
Why are you only paying me Minimum Wage when I agreed a different rate with my agency/end-client?
We are paying you AT LEAST the National Minimum Wage. By law we have to pay you at least this amount, so we are simply showing you that you are earning at least the national minimum amount.
You told me your fee is tax deductible but the full fee is shown on your payslip reconciliation, how can this be?
If you need to pay tax (earn over the £212 per week) then you will automatically receive tax relief on the fee. If you earn under this amount, then you do not have to pay tax anyway, so there can be no tax relief. Your PAYE Tax and NI is calculated on the Taxable Gross figure shown on your pay slip. The Taxable gross is the amount remaining from the amount billed to your agency once we have deducted Employers NI, Employers Pension contributions, reimbursable Expenses and our administration overheads.
Why have you enrolled me into the workplace pension scheme?
The government have now made it law that every single employer in the UK MUST provide a workplace pension to ALL eligible employees. Eligible employees are those aged between 22 and the State Pension Age, working in the UK and earning in excess of £10,000 per annum (£192 per week).
Can I Opt Out of the pension?
Yes you can, but only after you have been auto-enrolled. If you do opt out, then you will automatically be re-enrolled after 3 years.
How can I Opt Out of the pension?
You will need to contact NEST on 0300 020 0090 directly. Alternatively, log into your NEST account and follow the ‘Opt Out’ instructions.
When do I get my money back?
If you choose to opt-out of the pension scheme within one month of being auto-enrolled, you will receive a contribution refund as soon as NEST have notified us. If you opt-out after one month, then your contributions will have been invested for you and you will get the money paid back to you when you reach retirement age.
Why have you enrolled me back into the workplace pension scheme?
By law we have to enrol you back into the pension scheme after three years or if you commence a new employment with us. If you choose to opt-out again, do so as you did previously.
What is the apprenticeship levy?
The Apprenticeship Levy is a payment that will be collected from large employers in both the public and the private sectors. The payment is paid to the HMRC via the monthly PAYE/NIC return.
The purpose of the levy is to encourage employers to invest in apprenticeship programmes and to raise additional funds to improve the quality and quantity of apprenticeships.
Can I claim expenses to offset my taxable income?
If you travel between work sites within the course of your normal working day then you can obtain immediate tax relief on the mileage for these journeys at the standard rates. In addition, if you do not work under (or have the right to) supervision, direction or control (SDC) then you may also claim tax relief on the mileage between your home and work. If not under SDC then tax relief on other work related expenses may be claimed by submitting a Form P87 or as part of your self-assessment at the end of the tax year. Your expense claims are always checked by us to ensure that they are legitimate, reasonable and have actually been incurred.
Are my expenses reimbursed?
No. Your allowable business mileage expenses are used to offset, or reduce, your taxable income so that you benefit from a reduction in the amount of tax and national insurance that you pay. Other expenses claimed via your self-assessment or P87 will (if successful) result in a tax rebate. If your agency reimburses you for legitimate expenses then you may receive immediate tax relief on those reimbursments.
May I claim the maximum expense limit each week that I work?
You may only claim expenses that are allowable, have actually been incurred and they must be wholly, exclusively and necessarily incurred in the performance of your contract. You must always keep the receipts for these expenses, and some receipts (as indicated in your Guide to Expenses) need to be sent to us so that we can validate your claim.
Do I need to submit a personal tax return?
You will need to submit a personal tax return if instructed to do so by HMRC or you may opt to submit one if you wish to claim for business related expenses incurred during the year that you feel entitled to if you have not submitted them on a Form P87. For more information about completing a Form P87 on-line head to www.gov.uk. We have a team of dedicated accountants who will be able to assist you should you be required to submit a self-assessment.
What should I do when I wish to terminate my employment?
If you are going permanent or leaving the country, just let us know via email that you wish to end your employment with us. Please note that you may be required to complete your current assignment before you are entitled to do this. When making this request do let us know the end date as well as the reason for doing so. As soon as we receive your request we will check your contractual situation and if everything is OK we will proceed to process your P45. It may take up to 7 seven working days for your P45 to reach you. Your P45 will be emailed to you unless you have asked for it to be posted.
What should I do when my contract ends?
If you have finished your latest contract it does not mean you need to end your employment with us. If you are in between assignments, you can stay as an employee of ours on un-paid leave. Once you obtain a new assignment let us know and we will take care of the details with your agency. If you are working with a brand new agency, simply log onto your on-line portal and select Add a New Agency on the Billing menu. We will then submit all of the contractual information across to your new agency/end client. Please make sure you complete all of the information to ensure there is no delay in your payments.
How do I come back to i4?
Please email email@example.com and state:
- What agency/end-client you will be working with
- Your start date of this new assignment