Whoever answers the phone solves my query and is very helpful.
Olawale
Getting Started
• Can I join online or over the phone?
• How long does it take to join?
• Why do you need original ID?
• How much can I save?
• What happens if I don’t have a P45?
The Basics
• How do I let you know what hours I've worked?
• What do you charge?
• How do I contact you and request a call back?
ID, Keeping you Secure
• What ID do you need from me?
• How should I send my ID to you?
• Can I hand deliver it?
• Why do you need my original ID?
• Why do you need my ID now when you didn't before?
• When will I get my ID back?
How do I.....?
• …..change my bank/personal details?
• …..change agencies?
• …..claim my holiday pay?
• ….. get more expense forms?
• …..get a p60 or a reprint of a p60?
• …..get a tax rebate?
• …..claim Statutory Maternity Pay (SMP) or Statutory Paternity Pay (SPP)?
• ……make a claim on my accident insurance?
• ….. claim Statutory Sick Pay (SSP)?
End of Year
• When do I get a P60?
• What is a self assessment and should I complete one?
• When do I receive a P11D?
Payment record queries
• Why do my agency expenses get taxed?
Getting paid
• When will I be paid?
• What is a CHAPS payment?
• How will I know I have been paid?
• Do you pay dividends?
• Can I have an advance payment?
Expenses
• What can I claim for?
• How do I claim for expenses?
• Do you need receipts for everything now?
• Do you accept VISA or debit card receipts?
• When is your expense deadline?
• Is there a limit to what I can claim each week?
• How much will I get back?
• What happens if I claim more expenses than you can apply to my wages?
• When can I claim for accommodation?
• Can I claim a daily allowance if I'm not staying away from home?
• What do I do if I have used more than one vehicle?
• What is my start date?
• What is a temporary workplace?
• Do you charge for processing expenses?
• Can you use expenses on my holiday pay?
• Why do my agency expenses get taxed?
• What is a P11D?
Statutory and other benefits
• Claiming Statutory Sick Pay (SSP)?
• Claiming Statutory Maternity Pay (SMP) or Statutory Paternity Pay (SPP)?
• As a night worker am I entitled to a free health assessment?
• Do I get holiday pay?
• Why do you reserve holiday pay?
• How does the Gabem Reserve Scheme work?
• Can I opt out of your insurance?
• Should I still pay Class 2 NI by direct debit?
• What insurances am I covered by?
General
• Is there a charge to change agencies?
• How much does the Gabem Umbrella service cost?
• How long does it take to send out my P45?
• Why do I pay Employers NI?
• Will you find me work?
• What happens if I work for more than one agency?
Employment
• Can I work abroad?
• Can I work offshore?
• Can I sign Terms and Conditions with my agency?
• What is my employment status/am I self employed?
FAQ Answers
Can I join online or over the phone?
Unfortunately not, as Gabem is authorised and regulated by the Financial Services Authority, we have to have all applications with original signatures. Even if this wasn't the case we would still need original ID due to employment and immigration laws.
How long does it take to join?
Joining usually takes a maximum of 24 hours from receipt of the application form and ID, but in most cases you will be registered by the close of the day we receive the details.
Why do you need original ID?
Over the last few years new rules have been brought into play governing employment and immigration, to keep everything safe and above board, we’ve just kept up to date and in line with this legislation.
How much can I save?
Please take a look at our payroll comparison tables, or our calculator where you can get a more personal and accurate figure.
What happens if I don't have a P45?
After you join we automatically send you out a P46 in your welcome pack. Complete this form and return it to us, we will then send it off to HMRC who will send us a coding notice. In the meantime you will have to be placed on an emergency tax code. If you are overtaxed because of this, you will get a rebate when we get your new code through.
How do I let you know what hours I've worked?
You can either phone, text, email, fax or even drop by if you’re in the area. What we need from you are your hours, rate, the week ending date of the week you worked, the name of the agency or company that you worked for and the branch of that company.
What do you charge?
We don't charge you a fee. If you are using one of our umbrella companies, the margin we retain is £22 per week which is retained from the income we invoice your agency for. After deductions could cost you as little as £11.51 per week if you are taxed at the higher rate. The margin is calculated on a per week worked basis, rather than per invoice. On payments up to £220 gross our margin is only 10% of that payment ensuring that you take home as much as possible. There is a charge of £2.50 per week worked for our compulsory accident insurance.
How do I contact you and request a call back?
You can call, text, email or just visit our website and click the “Call me back button”. Alternatively, just click here.
What ID do you need from me?
Typically we need one form of photo ID (such as a passport, drivers license, national ID card), as well as something proving your address (for example a recent bank statement or utility bill). Unfortunately, for non-uk nationals there are further requirements that have to be met. There is a much more detailed list that covers alternative forms of ID and requirements for non-uk citizens on our application form which you can download here.
How should I send my ID to you?
The fastest and safest way is to send it by special delivery (which you can claim as an expense as long as you keep the receipt). This means we’ll have the documents the next day and is covered by insurance in case of loss. We will return all documents the same way and usually within 24 hours.
Can I hand deliver it?
Yes of course, please call beforehand so we know you’re coming and can give you detailed directions.
Why do you need my original ID?
The law states that before anyone starts work original ID must be seen by the employer and copies taken and retained as proof that the person is allowed to work in the UK.
Why do you need my ID now when you didn’t before?
Over the last 3 years the rules regarding employment and immigration have changed, so we’ve had to change with them.
When will I get my ID back?
We send back ID by special delivery, usually within 24 hrs of it being received. Therefore it should be delivered to you the next day.
How do I change my bank/personal details?
For your safety, bank details can only be changed in writing with your signature.
How do I change agencies?
Just call in, text or email us the details of your new agency. All we need are the date you started work for that company their name, address (or branch) and your contact at the agency or company. If we’ve never worked with the company in question we may need a few more details but that’s a rare event.
How do I claim my holiday pay?
Just send us a request in writing, either by post, fax email or even text, including your name Gabem reference number and the details of the time you are taking off. Construction contractors working through the Gabem Umbrella Company will experience a charge of £1 for paying out their holiday pay.
How do I get more expense forms?
Feel free to call in to request reprints or go onto our website and download them from there. Just remember to fill in the Gabem reference when you send them in.
How do I get a p60 or a reprint of a p60?
Reprints can be requested by phone or in writing. Please confirm the address these should be sent to. P60 for 08/09 will be sent by the end of May.
How do I get a tax rebate?
If you believe you may be due a rebate it will be necessary to contact HM Revenue & Customs [HMRC] direct on 0845 366 7856. You will need your NI number and your PAYE reference to hand. Your eligibility for a rebate is dependent on your personal financial situation, which HMRC will discuss with you. Normally rebates are issued once a tax year has closed.
However, if you have been on an incorrect tax code, resulting in you paying too much tax in the current year, HMRC may issue a 'P6 Change of coding notice' to correct the situation. Once this has been received your tax will automatically be recalculated when your next payment is made and any overpayment will be repaid with your wage.
How do I claim Statutory Maternity Pay (SMP) or Statutory Paternity Pay (SPP)?
To claim SMP you must get in contact with us and must provide medical evidence of pregnancy usually in the form of a MAT B1 Maternity Certificate. This must be signed by a doctor or midwife.
To claim SPP you need to contact us and tell us about when you are planning on taking time off. We'll provide you with a form to fill in and return to ensure you are eligible.
How do I make a claim on my accident insurance?
Call in to customer services and they will direct you to the people in the team dealing with insurance. They will take the details of the accident and pass this onto our insurers.
How do I claim Statutory Sick Pay (SSP)?
You need to contact us within the first seven calendar days of the first day of your sick absence. We can send you a self certificate or alternately you can pick one up from your doctor's surgery. If your sickness exceeds 7 days you will need to send in a doctor's certificate, but if it was less than 7 you can certify yourself.
Once we have received your certificates we need to check the SSP qualifying conditions. If SSP is due, the amount will then be calculated and paid on a Wednesday, that's unless you have a part payment of hours and SSP due, in which case that would be paid on your normal pay day.
When do I get a P60?
The P60s for 08/09 will go out at the end of May. The charge for reprints is £10.00 per year.
What is a self assessment and should I complete one?
A self assessment is a set of forms designed to bring together an individual's taxable income and gains during a tax year, which runs from April 6 of one year to April 5 of the next for the purpose of calculating the correct tax liability for that specific period.
The tax office may send you a tax return if, for example, you have been self employed during the tax year, or if your PAYE income has reached beyond the higher rate tax bracket, which for 07/08, was gross income exceeding £39,825. There are various other criteria as to why you might receive a self assessment, typically for those with more complex tax affairs, but generally if you have been PAYE throughout the year, paying only basic rate tax, then you will not receive one, and would not be expected to complete a tax return.
It's important to note that if HMRC require you to complete a tax return (either because they have sent one to you or because you are otherwise obliged to), and you intend to file as a paper return, the deadline to avoid an automatic £100 penalty is 31st October 2008, or 31st January 2009 if filing your tax return online.
Some people who do not receive a tax return are obliged to do so for example if they have untaxed income or gains or choose to do a tax return, for example to reclaim a repayment and can contact HMRC in order to do so. This might be to ensure their employment earnings have been correctly taxed during the tax year.
Gabem does provide a self assessment service, that just requires you to complete a checklist (which helps remind you of your financial circumstances during the tax year) and then to send in any relevant documentation, and the tax return will be completed by us, for you to check and sign on return, for a fee of £82.25.
When do I receive a P11D?
You should receive your P11D by July 6th, every year. We will be sending them out up until a week prior to that date.
Why do my agency expenses get taxed?
To pay your agency expenses net of tax we need a signed and authorised copy of the expense form you filled in for your agency, as well as the original receipts for anything you have claimed. As long as we have both of those things your expenses will be paid net.
When will I be paid?
Usually your payment will be made every Friday and be with you by the end of the day. Payment will be for the previous week.
What is a CHAPS payment?
CHAPS means ‘Clearing House Automated Payments system’ and is a method the banking institutions use for moving funds between themselves on a ‘same day’ basis. Gabem pays its bankers a fee for this service. The money leaves Gabem’s account and credits your account the same day. Please note that the banks always state by the close of business as the time the money will actually hit your account is dependent on the many steps between the banks and also the procedures within the receiving bank. Even if your payment leaves Gabem’s account at 08.30 it may only credit your account at 16.59, which is still deemed to be ‘same day’.
How will I know I have been paid?
If you have opted into the SMS text messaging we will send you one once payroll have processed your payment. Regardless of this a payslip will be sent to you by first class post the day the payment was processed.
Do you pay dividends?
No. You are an employee of an umbrella company, but not a shareholder.
Can I have an advance payment?
If your agency/company is late sending payment across there is a possibility we can give you an advance but we need confirmation from them first. Please call us before getting the confirmation sent, as there may be other factors that influence this service.
What can I claim for?
You can claim for any travel to and from work either through mileage in your own vehicle or the cost of public transport. You can also claim for accommodation, food and a daily allowance if your work has taken you away from your permanent address. Any tools and safety wear are acceptable as long as you have included the receipts for each item (these can be returned to you in the case of the item needing to be returned). Lastly you can claim for any business calls you make on your telephone, even calls to us.
How do I claim for expenses?
Log any mileage throughout the week and keep any receipts for fuel and all other claimable expenses. Then, at the end of the week complete one of our expense forms and post it to us (make sure the form is signed; you’d be amazed how many we receive that aren’t).
Do you need receipts for everything now?
Pretty much. We don’t want to expose you to any risk and to do that we need to be able to present HMRC with support for any expenses you claim. The only items that we don’t need receipts for are the daily allowance and some tolls as we are aware that in certain cases they don’t supply receipts. We do need fuel receipts to cover your mileage as well now (roughly £1.30 of fuel receipts for every 10 miles driven ).
Do you accept VISA or debit card receipts?
Unfortunately we need itemised receipts with the merchants details and VAT number. Visa and debit card receipts do not contain details of the items you bought so we can’t accept them.
When is your expenses deadline?
Ideally we need to receive them by the Thursday of each week. If they arrive after that deadline and there are no issues with them, they will be processed the following week.
Is there a limit to what I can claim each week?
No but it is best not to store up receipts but put in your claims regularly. If we cannot pay all your expenses in one week we will carry over any outstanding to the following week. Unfortunately we cannot carry outstanding expenses from one tax year to the next, but you can claim these directly from HMRC at the end of the year. We will provide you with a statement of expenses for that purpose.
How much will I get back?
If you are paying standard rate tax then every £1 of legitimate expense claimed improves your take-home by about £0.37.
What happens if I claim more expenses than you can apply to my wages?
They are carried forward to the following week
When can I claim for accommodation?
You can only claim accommodation if your work requires you to stay away from your permanent address. The accommodation should be more than 50 miles away from your home address and close to your worksite.
Can I claim a daily allowance if I'm not staying away from home?
No, a daily allowance is only for when you are working away from home, and staying in temporary accommodation.
What do I do if I have used more than one vehicle?
Just note clearly which car has been used for each day you drove in and that will be fine .
What is my start date?
Your start date is the date you started working at the site you are claiming expenses for.
What is a temporary workplace?
This is a workplace or site where you go to carry out a short term assignment or contract. More information is available here on the HMRC website.
Do you charge for processing expenses?
No, that’s all included in the margin.
Can you use expenses on my holiday pay?
No because you cannot have incurred any work expenses during days when you weren’t working.
What is a P11D?
A P11D is a statement of the expenses you've claimed throughout the financial year, it won't include mileage. You should have received your P11D by around the 6th of July in any given year.
As a night worker am I entitled to a free health assessment?
Yes, you will need to complete a questionnaire which we can send out to you.
Do I get holiday pay?
Yes you do, we calculate holiday pay at £0.69 for each hour you work. This is calculated against the 28 days of holiday within a year, and is put aside until you request it.
Why do you reserve holiday pay?
Working Time Regulations state that holiday pay must be paid out at the time of the holiday, not paid out each week as this doesn’t encourage you to actually take a break.
How does the Gabem Reserve Scheme work?
We created the reserve scheme to allow you to put aside a percentage or a set amount of your payment (after tax) every pay day. This net amount is put aside once all tax and NI has been deducted. We can pay money from your reserve scheme into your bank any weekday up until 3pm.
Can I opt out of your insurance?
You can, but only if you have your own accident insurance that is at least as good as the insurance we offer. Unfortunately we will need to see the full details of the policy to verify this.
Should I still pay Class 2 NI by direct debit?
No, so long as you aren’t carrying out work as a self employed person you can cancel your direct debits, as all your NI will be deducted by Gabem.
What insurances am I covered by?
Public and Employer’s liability insurance cover is a standard part of our service. You are also covered by Personal accident insurance for £2.50 which is compulsory (additional 24hr cover is available for an additional £1.25). Professional indemnity insurance is also available for those who require it.
Is there a charge to change agencies?
No, there are no hidden costs. Just let us know who you’re working for and we will update your record .
How long does it take to send out my P45?
We have to wait until all your payments through us have been processed and that there are no more hours due. It will take approximately 2 weeks from the week that your final payment was processed before we can send it. Under special circumstances we can speed up P45 processing, but that is judged case by case.
Why do I pay Employers NI
You don’t as such, but it is relevant when calculating your profit related pay. Employers NI is a cost to your company and has to be deducted at 12.8%. Profit related pay is calculated on the net profits available after all deductions and expenses
Will you find me work?
Unfortunately not, we aren’t an employment agency. You might consider looking at these sites for tips on updating your CV and finding work:
What happens if I work for more than one agency?
It’s important to let us know as we will have to make sure the payments are run through together, otherwise they could potentially be paid in separate weeks.
Can I work abroad?
It depends very much on which country you are working in as different countries have different tax laws. If you call in to our HR department with details, they can look into your case and give you a definite answer.
Can I work offshore?
If by offshore you mean on oil rigs or other structures in UK waters, yes that's absolutely fine. For anything else it is best to call customer services so they can go over the details with you.
Can I sign Terms and Conditions with my agency?
No, you must not sign any paperwork with an agency or company – we manage your employment and part of our service is to ensure all legal and contractual documentation is processed so that all parties are protected from liability (we are always going to have your best interests at heart and have a team of highly skilled contract negotiators in that respect).
What is my employment status/am I self employed?
If you are working through our Gabem Umbrella Company system you are not self employed, you are an employee of your umbrella company. If you're working through our Gabem Solo or Gabem CIS systems you are self employed.