Frequently Asked Questions
Payroll Frequently Asked Questions:
What are the different payroll group options?
PAYE tax is deducted from your wage each time you are paid. The amount of PAYE is determined by your tax code and National Insurance category. The tax code is determined by HM Revenue and Customs (HMRC) based on your expected income, tax allowances, exemptions and reliefs for the full tax year.
If you choose to work through your own Limited Company you will be responsible for paying your own taxes and you must ensure you are compliant with the IR-35 legislation. For processing your pay through a Limited Company we charge £12.50 per week. You must provide a HMRC decision letter from the HMRC tool available on the HMRC website. If you are working in the public sector like the NHS, you will have to provide confirmation that the NHS is approving you to be paid outside IR35. In most cases the NHS will state that all healthcare professionals supplied by agencies to the NHS fall inside IR35 and tax and NI must be deducted at source.
Documents we require in order to pay your wages to your Limited Company:
- Business Bank Details
- A Shareholders Certificate
- Certificate of Incorporation
- VAT registration letter (if your Company is VAT registered)
The key benefit of using our Umbrella Company is that you can use the expenses you incur as part of your job, and certain other expenses, to reduce the amount of PAYE tax and National Insurance that you pay. This will increase your take home pay. The expenses you incur are used to lower your income tax and national insurance contributions. They will not be reimbursed to you but through the reductions your take home pay will be significantly increased.
Expenses you can claim:
- Mobile phone, Internet, stationary, faxes, postage & office equipment
- NMC, GMC and other professional subscriptions
- Training, uniform, dry cleaning
- Occupational Health screening and Fit to Work certificate
New nurses will automatically be set up under the Umbrella Company, if any of the three categories are not chosen before first shift.
The umbrella company does charge a fee and this will appear on your payslip as a deduction.
Who is HR Payroll?
HR Payroll is a specialist Umbrella Company who MPP have selected to provide Payroll solutions for our valued staff. They have been chosen due to their exceptional service and discount rates for our staff.
What are the advantages of an Umbrella Company?
An Umbrella Company provides a key benefit to use the expenses you incur which are wholly, necessarily and exclusive to the performance of your duties to reduce your Gross Pay. This reduction brings down the amount of Income Tax and National Insurance you are liable for. This gives you the significant advantage to increase your take home pay. This however is only one advantage and many others are listed here:
What are the fees for the Umbrella Company?
- Interpreting all the complex and confusing legislation that exists in relation to employment issues
- Calculate all your Tax and National Insurance obligations and pay these directly to HMRC.
- Processing your Expense Claim Forms. If there have been errors or forgotten details which will result in us not being able to process the expense we will immediately send you an email of this and advise how to correct these so they can be re-submitted.
- We review and verify all your expenses to ensure they are with-in the parameters established by HMRC as legitimate business expenses.
- Access to a team of specialist and helpful Payroll advisors who can assist with any Payroll issues and ensure you are maximising the benefits available to you.
- Facilitate all your Statutory rights including the right to Statutory Sick Pay as well as Maternity, Paternity and Adoption Pay.
This is called a company deduction and is a fee that the umbrella company charges for providing a range of services.
What are these ‘Legitimate Expenses' that I can claim? These are expenses that are incurred wholly, necessarily and exclusive to the performance of your duties and have been deemed acceptable by a special dispensation for HRPayroll from HM Revenue and Customs (“HMRC”). For your convenience we have attached at the bottom of this document a full and detailed list of all the expenses that can be claimed and what you need to provide when claiming these expenses.
When do I need to send my Expense Claim Forms by?
For the expenses to be processed with your timesheets the following week they must be received by Monday at 12.00 midday. We do require a signed and dated Original Expense Claim form to be posted to us. Please note faxed copies and emailed copies are not acceptable.
Where can I access these forms?
These can be found Payroll Information Page »
You mentioned Statutory Pay; does that mean I am eligible for Sick Pay or Maternity Pay?
Yes you are entitled to statutory rates of pay; subject to meeting certain criteria from HMRC:
What are my Annual Deductions and how do they get charged?
- You have been working through MPP for at least 8 weeks for Sick Pay or 26 weeks for Maternity, Paternity and Adoption Pay and earning at least £102 per week during that period.
- You have a valid Doctors Certificate.
As you are aware, the medical industry has numerous legislative safeguards to ensure safety for the patients you serve as well as ensuring your health and safety in respect to your colleagues.
The annual compulsory deductions you will see are a DBS Check (previously known as a Criminal Records Bureau Check) and a Fit to Work certificate. We have structured the repayment of these deductions to be automatically deducted from your wages. This provides an advantage to yourself as these deductions lowers your Taxable Income which reduces the amount of Tax and NI payable.
You will be charged as a deduction for any cost incurred by MPP in relation to training, CRBs and occupational health.
Why am I on BR/0T for a tax code?
A BR Tax Code means you are getting taxed at 20% on your total Taxable income rather than receiving the £9,440 yearly Tax-Free Allowance. There are two reasons for this:
When will I be getting my P60?
- If we are not your sole Employer and you are already claiming the Tax-Free allowance from another Employer then you cannot also claim it through MPP
- You have not sent through a P46 form which we require to change your tax code. If that is the case please fill that out and send to us
P60's which are used for your annual tax return will be sent to you by the 31st May.
Further Contact Details:
If you require any further information on help you can email on
firstname.lastname@example.org or call the team.
Below is a list of expenses that can be submitted:
When do I have to have my Timesheet sent by?
- Mobile Phone (Top Up) - Max £10 (Receipted): Top-up/prepaid mobile phone credit can be claimed as a work related expense to a maximum of £10 per week. A valid receipt must be uploaded.
- Mobile Phone (Contract) - Calls to Nursing Personnel - (Receipted): All calls that are made to Nursing Personnel number can be claimed as a work related expense. A valid bill showing the charges to the number must be uploaded.
- Home Phone - Calls to Nursing Personnel (Receipted) All calls that are made to Nursing Personnel number can be claimed as a work related expense. A valid bill showing the charges to the number must be uploaded.
- Internet (Receipted): Internet usage at home can be claimed as a work related expense. A valid bill showing the charges for the internet must be uploaded. If it is part of a Sky package please send the details and we will proportionate the charges for the internet.
- Stationery (Receipted): All pens, paper and other stationery items can be claimed as a work related expense. A valid receipt must be uploaded.
- Office Equipment (Receipted): All other Office Equipment such as Printer ink can be claimed as a work related expense. A valid receipt must be uploaded.
- Postage (Receipted): All postage stamps and charges as well as envelopes can be claimed as a work related expense. A valid receipt must be uploaded.
- Uniform (Receipted): Uniforms bought from Nursing Personnel or other associated/approved company can be claimed as a work related expense. If purchased through Nursing Personnel we will claim this on your behalf automatically however if purchased elsewhere a valid receipt must be uploaded. Please note this can only be claimed once every three months.
- Subscription to NMC and other Professional Associations (Receipted):
Any fees and Membership subscriptions to Associations related to your profession can be claimed as a work related expense. A valid receipt must be uploaded.
- Nurse Watch (Receipted): Specific watches required for Nursing as per guidelines can be claimed as a work related expense. A valid receipt must be uploaded. Please note this can only be claimed once every three months.
- Nurse Shoes: Specific shoes required for Nursing as per guidelines can be claimed as a work related expense. A valid receipt must be uploaded. Please note this can only be claimed once every three months.
- Training (Receipted): Any training to enhance your skills and performance for your role can be claimed as a work related expense. If training was completed through Nursing Personnel we will claim this on your behalf automatically and if completed elsewhere valid receipts and certificates must be uploaded.
- Dry Cleaning (Receipted): Any dry cleaning for uniform or other associated clothing needed for your role can be claimed. A valid receipt must be uploaded.
- Travel to university (Students only): All transport costs to classes can be claimed. A valid receipt in line with the transport guidelines must be uploaded.
- Tuition fees (Students only): All course related expenses for approved subjects related to your employment such as course fees, exam fees and other associated expenses can be claimed as a work related expense. Valid receipts must be uploaded.
- Rent (Relocated Students Only): Students whom have relocated for work from their university may be eligible to claim rent as a work related expense. Please note to approve this we require an official receipt which provides the address, amount, dates and landowners signature. Importantly this rule does not apply to students who work and study in the same location or for those not studying.
- Annual Medical Checkups (Receipted): Your yearly Occupational Health screening and Fit to Work certificate.
- Conferences (Receipted): Any work related conferences that you attend to further your education and discuss issues that affect your role. A valid receipt must be uploaded.
- DBS Check (Receipted): Your annual DBS check to ensure your compliance with the law and to ensure your safety and that of your patients.
- Protective Clothing (Receipted): For any other form of clothing or protective equipment, besides uniform, that is required for your role may potentially be claimed as a work related expense. Please note that for this to be permitted a note justifying why this is essential for your role and this will be reviewed by our control committee. A valid receipt must be uploaded.
Timesheets are to be faxed through to 033 3043 4313 or 033 3043 4190 by 8am Monday morning to ensure they are paid by Friday of the same week. Alternatively, they can be sent by post to be received by 8am Monday to the following address:
Payroll- Nursing Personnel Level 10 Great West House (GW-1) Brentford, London TW8 9DF
When do I receive payment for these Timesheets?
We run our Pay-Cycle daily. In order to be paid, time-sheets must be received by Nursing Personnel before 08.00am, each day to be paid within two working days. It is the workers responsibility to ensure time-sheets are sent and received on time.
How do I send my timesheet?
Timesheets can be sent by post to:
Great West House (GWH-1)
Timesheets can be emailed to email@example.com
or faxed to 033 3043 4313 or 033 3043 4190
How do I know if my Timesheet has been processed?
This can be easily found by logging on to on the Nurse Portal through Nursing Personnel's website. Once you have logged into your online account please click the Summary of Shifts Tab. Once here if there is a Green Tick next to the shift that means we have received and processed the timesheet you have sent through.
Why can't I call and check if my Timesheet has been received?
Faxed timesheets are actually not received in a Paper form rather in an electronic format. These are then sent individually to Payroll staff to process. This has dramatically improved processing time for Timesheets ensuring all timesheets sent by the cut-off will be paid.
Our staff does not have access to check if timesheets are in the queue therefore unfortunately have no way of telling if your timesheet is received. The only thing calling staff will achieve is under-utilising valuable Payroll staff time which can be used to ensure your timesheet would be processed and paid.
The best thing to do is send your timesheets well before the cut-off and checking your account on the website. Process time will be a lot quicker during non-peak periods, which are near the cut-off time, and therefore will appear on-line a lot sooner.
Where can I print more Timesheets?
These can be found in the Payroll Information Tab on the Nursing Personnel website.
What do I need filled on my timesheet?
I have just started working through MPP. What forms do you require and what information do you need?
- Signature by nurse in charge
- Date of Shift
- Start and End time of Shift
- Any breaks taken
- Reference Number/Cost code (Given by NP co-ordinator or Nurse in charge)
- Your name and signature
- For us to pay you we do need your Bank Details which is your Sort code, Account Number and Account Name.
- We need a completed and signed P46 form, which can be found on our Website.
- We send texts to let you know when your salary will be paid and we also email payslips to you. Please ensure you provide your co-ordinator with a valid mobile phone number and email address.
We also require you to read and understand your contract and Terms and Conditions which can be conveniently viewed and agreed upon on-line at: www.hrpay.co.uk/register/26