Questions frequently asked of the backstop finance department
Please click on any of the topics below to find out more. If there is no topic to cover your query, please do not hesitate to email the Backstop finance dept by clicking here or by contacting your recruitment consultant (RC) on 0844 4993398
Q: I am a new starter and want to be paid as PAYE. What information does Backstop need?
A: Your bank details, the address to which you want us to send your payslips to & your P45 from your previous employment.
Q: What happens if I don’t have a P45? Can I still be paid?
A: Yes you can be paid but you will pay tax at a higher rate. You can avoid this by completing a P46 which you can download from the Inland Revenue website http://www.hmrc.gov.uk/ or you can request one from your RC (Recruitment Consultant)
Q: How do I claim back any over paid tax? A: Any over paid tax can be reclaimed at the end of the financial year from your local Inland Revenue office. On some occasions, depending on your earnings, the system might generate an automatic refund but we cannot tell in advance if this will be the case. Q: I am a new starter and want to be paid as Ltd. What information should I provide? A: We need your company’s registration details, bank details, address details and VAT number (if registered)
Q: What is the deadline for submitting my paper time sheets? A: The deadline is close of business on Monday each week (5 pm) Q: How do I complete my paper time sheets? A: All parts of the time sheet should be clearly completed. Hours should be rounded up to the nearest 15, 30 or 45 minutes. Q: Where can I obtain a paper time sheet? A: You will be provided with one when you have been placed but f you haven’t received one, you can obtain one from our website www.backstop.org.uk or from your recruitment consultant
Q: What is an electronic time sheet? A: This is a time sheet that you submit electronically / online, if required by your placement.
Q: How do I submit my electronic time sheets? A: Electronic time sheets should be submitted online. Different MVSs and Councils have different systems. Contact your consultant who will be able to provide you with these guides or you can download it from our website www.backstop.org.uk
Q: What does MVS stands for? A: Managed Vendor Services
Q: What is the deadline for submitting my electronic time sheets? A: Electronic time sheets should be submitted & be authorised online by close of business on Monday (5 pm)
Q: How do I obtain my log in details? A: Your RC will be providing you with these details.
Q: How do I obtain guides to submitting online time sheets? A: Your RC will be able to provide you with these guides or you can download it from our website www.backstop.org.uk
Q: What is the deadline for submitting my time sheet if the Monday was a bank holiday? A: If Monday was a bank holiday time sheets should be submitted and authorised by 11 am on Tuesday (following the bank holiday)
Q: Whose responsibility is it to get my timesheet sent or submitted by close of business on Monday? A: It is your responsibility to ensure that your time sheet is received by us or submitted by the deadline
Q: Whose responsibility is it to ensure that my timesheet is authorized by close of Monday? A: It is your responsibility to ensure that your time sheets are authorised by the deadline. Please check it by 1pm on Monday in case it needs following up.
Q: If I have a problem submitting time sheets, when is the latest I can raise this issue with my RC? A: Any problems and issues with submitting time sheets should be communicated with your RC by 1 pm on Monday
Q: If I have a problem submitting time sheets, whose responsibility is it to address it? A: It is your responsibility to address any of these issues to your RC by 1 pm on Monday each week.
Q: What happens if I miss the time sheet deadline? A: Your time sheet will not be processed until the following week (provided it is authorised and we receive it by the deadline for the following week’s payroll)
Q: What happens if I had submitted my time sheet on time but my manager failed to authorize it by the deadline? A: We cannot process unauthorized time sheets and it is your responsibility to ensure that your manager authorizes by the deadline.
Q: I do electronic time sheets and my line manager has not been set up on the system as the approver. What do I do? A: Liaise with your manager to arrange for him / her to be added on the system as your approver. It is ideal to have two approvers so when one approver is not available you will have another approver available to authorize your time sheets. Try and get a managers who are easily accessible to you set up as your approvers.
Q: When will I get my pay? A: You are paid a week in arrears. If you worked this week your pay will be processed the following Tuesday. We guarantee that you will receive your funds into your nominated bank account by the following Friday.
Q: Am I entitled for any sick pay? A: Yes, you are entitled to statutory sick pay
Q: How do I find out my basic and inclusive pay rates? A: Your RC will provide you the details of your basic rate & inclusive rate
Q: What is a basic rate & inclusive rate? A: Basic rate is your normal pay rate excluding your holiday fund and inclusive rate is your pay rate including your holiday fund
Q: Does my quoted pay rate include holiday pay? A: Usually yes. Your consultant will be bale to give you the breakdowns of your basic and inclusive rates.
Q: How do I work out my holiday pay? A: You can work it out by multiplying the number of hours you worked by the difference between your basic rate and inclusive rate.
Q: How do I know how much holiday pay I'm entitled to? A: Your holiday entitlement will be shown on your pay slip.
Q: How do I claim my holiday pay? A: You can claim by completing a holiday fund request form and sending it us, or emailing linda@backstop.org.uk. The form can be either down loaded from our website www.backstop.org.uk or you can obtain one from your RC
Q: When will I receive my holiday fund once I have claimed it? A: Holiday funds will be processed along with your pay on Tuesday provided that you have enough funds available.
Q: What is the deadline for sending my holiday fund request? A: The deadline is close of business on Monday each week
Q: Can I opt out? A: No – It’s a legal requirement to keep holiday pay aside for you. You can withdraw as much as the amount shown on your payslip, as frequently as you wish.
Q: When will I get my pay? A: You are paid a week in arrears. If you worked this week your pay will be processed the following Tuesday. We guarantee that you will receive your funds in your nominated bank account by the following Friday but it may take additional days for the funds to be transferred to your personal bank account by your Ltd company administrator.
Q: My Ltd company provider hasn’t paid me. Whose responsibility is it chase them? A: It is your responsibility to chase your Ltd company provider.
Q: How do I find out how my ltd company works and how my pay is calculated? A: You have to contact your Ltd company provider for this information
Q: Am I entitled to any holiday pay through Backstop? A: No, you are not entitled for any holiday fund through us. You have to contact your Ltd company provider for details of your holiday entitlement.
Q: Am I entitled to any sick pay through Backstop? A: No you are not entitled to any sick pay through us. Contact you Ltd company provider for sick pay details.
Q: What expenses can I claim? A: Any work related expenses authorised by your line manager can be claimed.
Q: I submit paper time sheets. How do I claim my expenses / mileage? A: Complete an expense form from your council / YOT and send it to us once it has been authorised by your manager.
Q: I submit electronic time sheets. How do I claim my expenses? A: Your expenses have to be submitted online along with your time sheets and have to be authorised by your manager (exclusions apply)
Q: How will I be reimbursed for my expense claim? A: Authorised expense claims will be reimbursed via a cheque or BACS payment which is directly sent to the locum.
Q: How many days of holiday am I entitled to in a year? A: You are entitled to 20 days of holidays pro rata
Q: I am going on holiday. Do I need to inform my RC? A: Yes, you have to inform your RC about any holiday you will be taking.
Q: I submit paper time sheets and if I am going on holiday for a full week. Do I need to submit a time sheet? A: No, you don’t have to submit a time sheet for the time you are on holiday
Q: I submit electronic time sheets and if I am going on holiday for a full week, do I need to submit a time sheet? A: You might have to submit a 0 hours time sheet or 0 hours not worked time sheet depending on the MVS. You can get further details from the guides.
Q: What is PDS? A: Professional Development Scheme provides you financial help with your training & professional development. (Subject to terms & conditions)
Q: How does PDS get calculated? A: Once you have completed 280 hours, you will accrue £1 for every 4 hours you work
Q: What is the maximum limit I can claim through PDS? A: You can claim up to £ 350 in any Backstop financial year
Q: What is the backstop financial year? A: Backstop’s financial year runs from 1st of August to 31st of July
Q: How do I know how much I have accumulated? A: Our finance team will be able to provide you with this information. Q: What is supported by the PDS? A: PDS supports trainings, courses and purchase of books related to your current role
Q: How do I claim my PDS? A: You have to provide proof of payment (receipts) and claim in writing. You will be reimbursed up to the value your have accrued through PDS via a cheque or BACS payment
Q: Do I have to pay any tax for claiming through PDS? A: No. PDS is a tax exempted benefit so you are not liable to pay any tax.
Q: How do I recommend some one to Backstop? A: Ask the person you are recommending to contact us and register with us. They have to mention your name and details during the registration interview.
Q: What reward do I get for recommending some one to Backstop and when will I get it? A: You will be awarded £100 for every eligible locum you introduce once the locum has been placed and has completed 6 weeks of work doing an average of 35 hours per week
Q: Is there a limit on the number of people I can recommend? A: No
Q: Can anyone participate in this scheme? A: Only registered locums can participate in this scheme
Q: I am PAYE. What happens when my placement comes to an end? A: If you are not going to be placed through us after the end of your placement any holiday fund remaining will be paid out with your final pay. Also a P45 will be raised and sent out to you. If you are placed in another placement, your payments process will continue as usual.
Q: I am LTD, What happens when my placement comes to an end? A: If you are not going to be placed through us after the end of your placement you will be processed as a leaver. If you are placed in another placement, your payments process will continue as usual.
Q. How do I go about getting a pay rise? A. The following steps have to be followed:-
1. After you have been in post for a reasonable amount of time, (we would suggest at least 6 months), you initiate the process by asking your line manager for an increase in pay on the basis of the amount of time you have been in placement/increase responsibility/increase duties etc.
2. You let your Recruitment Consultant know about the outcome of the meeting; whether or not the manager is receptive.
3. If you work in a non-MVS place (ie, you complete paper timesheets rather than electronic), we can then start negotiating the rate with the manager on your behalf.
4. If your place of work is MVS (ie, you complete electronic timesheets rather than paper) there is nothing we can do at this point as we are contractually forbidden to contact the manager. However, if the manager would like to provide you with an increase, they must contact the MVS, who will then contact us.
5. If no pay rise is to be awarded we will advise you of your potential courses of action – eg moving to a job where your skills/experience will be better recognised….
You are here: Practitioner lounge
