We continually update this page to provide rapid responses to the questions you may have whilst working through, or engaging in business with Exact Payroll.
No, You can join Exact Payroll at any time.
Yes, you can move to Exact Payroll during your assignment, just let your recruiter know and tell your existing provider that you are leaving so they can issue you with a P45 to close your employment with them.
Simply go to the top right hand side of the website, click sign-up and complete the relevant form(s).
Simply click the register link in the top right of our web page and answer the questions. One you have registered and your record has been imported to the system you will receive a welcome email asking you to create a password, which will then give you access to your online account before you are paid.
When registering please have to hand your bank details, email address and also some basic details. If registering for CIS please have your UTR number and qualification cards to hand as this will speed up the process of being approved by your agency/company.
At Exact Payroll we use a first-class online portal system, Once entering your details into registration forms or your online portal then the information is securely sent straight to us.
Yes. Once you have left your previous company then they should issue you with a P45, you must then forward that onto us. This will ensure you pay the correct amount of tax.
You can access the online portal by going to www.exactpayroll.co.uk and clicking log in.
If you forget your login details please use the 'forgot details' link here.
You can use the online portal to view documents such as your contract, P60, payslips. It also allows you to edit your contact and bank details and gives you a facility to log your expenses in case needed.
You can submit your mileage and upload any receipts by going to
your online portal. This will then keep a record of what’s been
submitted and what you have been paid for.
As part of the changes made in April 2016 the only expense that can now be claimed periodically to be offset against your taxable pay isbusiness mileage, if you meet the criteria set out below:
- You intend to work through Exact for more than one assignment, and;
- Will not be working on an assignment that is Temp-to-Perm, and;
- Will not be due to work on the same assignment for longer than 24 months (therefore defining the assignment as permanent), and;
- Will not be working under SDC – Supervision, Direction & Control, or;
- Will be working at multiple sites with the same End Client
If you meet the eligibility criteria to claim expenses you can claim mileage using your own vehicle through Exact. Any other expenses need to be claimed via a P87 at the end of the tax year.
Yes, Without these receipts we would be unable to process any mileage outstanding. The receipt must also be at least 10% of the miles you are claiming for. For example if you are claiming for 100 miles then you would need a receipt for at least £10.
A tax code is a string of letters and numbers that tells HMRC how
much tax you should be paying. The standard code for 2022/23 is 1257L
Your tax code affects how much you can earn each week before you pay any tax, on a standard tax code of 1257L, the first £242 a week of earnings is tax free.
We run payroll throughout the day, every day, we’ll confirm the process for your agency when you register so you know when you can expect your payment.
The payments are made via faster payments.
You will know when you have been paid as prior to this you will receive an SMS confirmation.
If you’re employed you will receive a P60 from us at the end of the tax year, if you leave prior to the end of the tax year we’ll supply a P45 for you to pass on to your next employer.
If you’re self-employed we can provide a statement of earnings to summarise your pay & tax for the period.
The process differs from agency to agency so we’ll confirm the process for your agency when you register, most of the time you send them to your agency and they’ll do the rest of the work for you.
IR35 is the bane of contractors' lives and the thought of being
investigated for IR35 abuses puts the fear of god into most people
working in the contracting sector. IR35 was designed to catch people who
had an employment relationship with a client but who were not paying
the right amount of PAYE tax. Working for a PAYE umbrella company means
you will absolutely not be affected by IR35 and it does not apply to
you. Umbrella companies are safe, secure and HMRC friendly.
This question cuts to the heart of why they are becoming so popular
(aside from their lack of admin and paperwork and other advantages).
Umbrella companies are rock-solid, 100% safe and compliant, particularly
when it comes to IR35. As you know, IR35 strikes fear into the heart of
most contractors and the prospect of getting investigated (and facing
massive bills and fines) is one of the downsides of working through a
limited company. A PAYE umbrella company however cannot fall under the
IR35 legislation because contractors are paying their PAYE and their
National Insurance contributions and therefore not avoiding any tax. It
was the same thing with the 2007 Managed Service Legislation, which
explicitly noted that umbrella companies would not fall under the
legislation. If you want security against that rainy day, get an
umbrella!
You don’t.
In permanent employment it is the company that is
liable for the Employer’s National Insurance contribution (NIC).
Through an Umbrella Company, it is no different and the Employers NIC
still needs to be paid on your assignment income. The rate you are
offered to work through an Umbrella Company should be adjusted to allow
for the fact.
This therefore needs to be taken into consideration when negotiating
your pay rate with the agency or end client. Please bear in mind that if
you were to accept a contract paying the same rate as when you were a
permanent member of staff, you would actually take home less money
because of the Employer’s NIC.
Employer’s NIC is calculated at 13.8% on earnings above £162 per week
and is uncapped so, not taking into account the margin that the
Umbrella Company retains, this is the minimum uplift you would need on a
permanent rate to achieve a similar net pay. As an example of this; you
would need to negotiate £28.45 as the minimum hourly contractor rate to
take home a similar net pay as a permanent member of staff earning
£25.00 per hour.
You may be offered two different rates, one to be paid directly
through the agency’s payroll and another, higher rate, to have your pay
processed through an Umbrella Company. The lower rate will apply if you
opt to be paid directly by the agency because they themselves will be
liable for the Employer’s NIC. The higher rate is offered if you are
being paid through an Umbrella Company because they are liable to pay
the contribution. Provided the difference between the two rates is
greater than 13.8%, you will be better off through an Umbrella Company.
Remember the assignment income is not your salary rate therefore you
are not paying Employers NI, and we show you all deductions made from
the assignment rate to Net salary.
You are an employee of your company with an employment contract in place with them. Your company will raise invoices for the work you undertake and will execute payments to you as necessary. As an employee you benefit from all the benefits and statutory rights associated with full time employment.
If you are self employed you will need to complete a self-assessment to inform HMRC how much you have received and to calculate if you are due a tax rebate or owe any more for tax. Failure to submit a self assessment could result in a fine, if you have been employed you can contact HMRC and inform them of this.
Unless you are an employee which has been provided with expenses or benefits you will not be required by HMRC to submit a P11D to HM Revenue and Customs (HMRC).
Once we have paid you for the last time it is up to you to
request your p45. If you haven’t requested your p45 before before the
8th week since last payment then our system automatically closes down
the account by generating the document which is then sent over to HMRC.
We issue P45’s on a daily basis so there shouldn’t be any problems in
receiving it, HMRC only allows us to post p45’s and not issue them
electronically. If you haven’t received your p45 then please contact us
to see what’s happened, if you haven’t received it or you have lost it
then we will issue another one upon request.
Of course, Exact Payroll are compliant having gone through an audit from HMRC and other accreditation organisers which will be found on our website.
Depending on what pay model you are on we will only ask for documents to support our compliance inline with HMRC. For example, if you are on a mileage pay model then we ask that you send us your fuel receipts to comply with your tax relief. Without them we would not be able to pay you your expenses.
Use the maternity and paternity calculator for employers
to calculate your employee’s Statutory Maternity Pay (SMP), paternity
or adoption pay, their qualifying week, average weekly earnings and
leave period. By following this link
https://www.gov.uk/maternity-paternity-calculator/y
The rates below apply from 7 April 2019.
SMP - weekly rate for first 6 weeks
90% of the employee’s average weekly earnings
SMP - weekly rate for remaining weeks
£145.18 or 90% of the employee’s average weekly earnings, whichever is lower
Statutory Paternity Pay (SPP) - weekly rate
£145.18 or 90% of the employee’s average weekly earnings, whichever is lower
Statutory Adoption Pay (SAP) - weekly rate for first 6 weeks
90% of employee’s average weekly earnings
SAP - weekly rate for remaining weeks
£145.18 or 90% of the employee’s average weekly earnings, whichever is lower
Since April 2009, all PAYE employees are entitled to 5.6 weeks paid holiday each year. ... Clearly, umbrella companies do not fund this holiday entitlement themselves – it is included within the inflated rate given by the client (agency). The percentage typically used to work out holiday pay is 12.07% of your hourly rate.
The same weekly SSP rate applies to all employees. However, the
amount you must actually pay an employee for each day they’re off work
due to illness (the daily rate) depends on the number of ‘qualifying
days’ (QDs) they work each week.
Use the SSP calculator to work out your employee’s sick pay, or use the rates below.
https://www.gov.uk/calculate-statutory-sick-pay/y
As an employee of Exact Payroll it means you have a full time and permanent contract for as long as you wish to continue with our services which means you are protected by all the UK employment legislation. As a worker for the agency you are protected by the AWR (Agency workers regulation).
Yes. Exact payroll has partnered up with Smart pensions, with Smart pensions you can also log in and keep track of you pension which also allows you access to additional perks along the way.
Providing our workers with best-in-class benefits and added value services including fuel cards and shopping discounts. You can find out more here.
An umbrella company is a company that employs agency contractors who work on temporary contract assignments, usually through a recruitment agency in the United Kingdom.
It does not matter how many agencies you are registered with – our umbrella solutions allow you to work across a range of different agencies in an organised and hassle free manner.
No, but we recommend you do your research thoroughly and choose an organisation that is 100% compliant.
Recruitment agencies and companies use Umbrella companies for compliance to pay contract workers across all sectors.
No we do not charge either of these fees – you only pay for our umbrella solution when you use the service. It is easy to setup and leave at any point granting you great flexibility.
The fee’s vary depending on your agency
