- Process for receiving and completing timesheets
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Once Hudson is in receipt of all your relevant information as outlined in your introductory letter, you will receive an e-mail that contains your login details for the Hudson Online Timesheet Portal. These login details should be kept safe as they will be used for all subsequent temporary assignments arranged through Hudson.
Upon receipt of your login details you should check with the individual client who authorises your timesheet whether they wish to authorise it online or offline.
Deadline for submission of online timesheets:
- Timesheet received by Tuesday 10am
- Clears bank account by end of Friday
Please note any timesheet completed manually may result in a delay in payment.
- If the Client Authoriser wishes to authorise online
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Please enter your hours worked into the online timesheet and Submit. The Client Authoriser will then receive an email prompt to advise that your timesheet is awaiting approval online.
When authorised, you will receive an e-mail notification that your timesheet has been authorised and submitted to Hudson for processing.
If your timesheet is rejected, you will receive an e-mail notification that the timesheet has been rejected along with a reason. You will then be required to submit a new timesheet for approval by the Client Authoriser.
In the event that you do not have an e-mail address or access to the internet, your client may be able to make this available to you. If not, please contact your consultant for further advice.
- If the Client Authoriser does not wish to authorise timesheets online
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There are two available options for Client Authorisers who do not wish to authorise timesheets online. You should complete your timesheet online and either:
- E-mail your timesheet to the Client Authoriser who can then print the completed timesheet and sign it or
- Print your completed timesheet yourself and pass to the Client Authoriser for their signature.
In both cases, the timesheets should then be faxed to the following fax gateway number: 0870 889 6096.
In the event that you are unable to use the Hudson Online Timesheet Portal, please contact the Contractor Payments team via the Contractor Hotline on 0800 093 0717 to discuss alternative arrangements.
- Where to forward your timesheets - offline
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Please forward your timesheet to Contractor Payments by fax only.
Timesheets should be faxed to the following fax gateway number: 0870 889 6096.
Deadline for submission of timesheets:
- Timesheet received by Tuesday 10am
- Clears bank account by end of Friday
We recommend that all contractors retain a fax confirmation as proof of transmittal.
In the event that you are unable to send your timesheet by facsimile, it can be sent to the following postal address:
Hudson
Contractor Payments Team
130 St Vincent Street
Glasgow
G2 5HF
Client Specific Timesheets:
If you are required to complete a client specific timesheet, please submit your hours in the same manner.
- Submitting Expenses
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When claiming business-related expenses, you must ask the client whether you are to use their company expense claim form or if they wish you to use the Hudson expense claim form before you proceed with your claim, otherwise payments may be delayed if the incorrect form has been completed.
If your client instructs you to use a Hudson expenses claim form, you should enter your expenses via the Timesheet Menu in the Hudson Timesheet Portal. If you do not have access to the internet, please call Contractor Payments who will be able to e-mail, fax or post to you a copy of the Hudson expense claim form to be completed.
Both the client and you must sign the expense claim form. The total value of the claim must total the value of the VAT receipts, which must be sent with the claim form to Hudson Contractor Payments for processing.
- Rules, Regulation Mileage & Expense Claims
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In accordance with individual client agreements, mileage for PAYE/Ltd co. can be claimed as a non-taxable element for rates up to 40p per mile. This is in line with the current HM Revenue & Customs legislation. This rule applies for the first 10,000 miles per tax year. If the rate is greater than 40p, then the difference is subject to PAYE/NIC.
Once you have exceeded the 10,000 miles then only the first 25p per mile will be paid as a non-taxable element and thereafter the excess will be subjected to tax and NICs.
A total accumulated mileage figure per tax year should always be completed on the claim form to assist with the above calculation.
All journeys must be of a site-to-site basis and must not include mileage from home to your normal place of work or returning from this point to your home address.
If, in the rare event you do not have a usual place of work and this differs on a day-to-day basis, then mileage can be claimed from your home address.
Details of all journeys claimed for must be outlined on the form.
A mileage rate must always be agreed to quantify the claim. It is not acceptable to just claim directly from a fuel receipt as we are unaware how much fuel was used for business purposes. In cases where no mileage rate is agreed and a receipt is signed off instead, the claim will be subject to PAYE & NIC deductions.
No client authorisation letter is required prior to payment.
You are able to claim tax relief through the HM Revenue & Customs on the difference between the mileage rate (if below 40p per mile) and the 40p threshold. This is completed on a self-assessment tax return.
- Parking & Toll Payments
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When these kinds of expenses are incurred for business purposes, receipts must always be attached to the claim form.
Rail / Taxi / Bus Fares: The expense claim form must be completed with details of the journey outlined. Receipts must always be attached to the claim form.
Hotel & Lodging Expenses: All lodging expenses need to be detailed by Name of Lodging on the form. Receipts must always be attached to the claim form.
Telephone Charges: The cost of business telephone calls made from home or your mobile is deductible and can be claimed as a business expense. You must provide a detailed statement highlighting the business calls from the personal calls. If you cannot provide a detailed statement then the telephone calls will have to be paid as an allowance, which is subject to PAYE/NIC.
Other Expenses: If you have any further expenses that fall outside the main types above, please complete the description of what the expense you are claiming relates to and enter in the 'Other Field'. Receipts must always be attached to the claim form.
- Limited Companies & VAT
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When a contractor submits a claim form and is working via a Limited Company which is VAT registered, the VAT element must be shown separately to the Net (excluding VAT) on the claim form. Hudson will process the expense claim net of VAT. VAT will be added to the payment at the time of processing and subsequently displayed on the Invoice. Hudson will then recover the input VAT from HM Revenue & Customs. The above process also ensures that the client is not then charged VAT on a claim that already includes VAT.
The temporary worker/contractor and the client MUST sign all expense claim forms with copies of the VAT receipts attached.