Grovelands Associate Handbook

Welcome to Grovelands

This pack is designed to answer many of the questions you may have. If anything isn’t covered, please contact us on 01273 651500 or email contractcompliance@grovelands.co.uk

Keeping Grovelands informed

It is very important that you keep Grovelands informed of any changes to your personal details, including changes to physical address, phone numbers, email address or names.

How do I record the work carried out?

Time spent on Client projects needs to be recorded on Grovelands’ online timesheeting and billing system: InTime. Each week your timesheet needs to be submitted by Sunday evening and then approved by an authorised signatory of the Client (as defined in the Contract). Please note that some Clients will have their own timesheet and billing system, which you should use in place of InTime. We will confirm whether this is relevant to you during your welcome call.

To record the time worked on InTime, you go to Timesheets>Create>Select the correct placement and date>Ok. Enter the number of days worked on each row with comments if necessary (i.e.: OP for overproduction, H for holiday, S for absence due to sickness).

How do I send my timesheet?

You submit your timesheet through InTime. You can either:

  • update your timesheet throughout the week and click ‘Save’ to come back to it at a later date
  • or complete the full timesheet in one sitting at the end of the week and click ‘Save’ then ‘Submit’ straight away

If you are operating under an Umbrella Company, Grovelands will submit your time to your Umbrella company for you. You will not need to do this yourself.

How are fees invoiced?

We process invoices on a monthly basis. These are generated from the time that has been approved in InTime throughout the month. InTime is a self-billing system meaning that Grovelands will generate this invoice on your behalf.

If you are operating through a limited company, you will soon receive a self-billing agreement for you to review and sign allowing us to automatically generate your monthly invoices for you based on time approved through InTime.

If you are operating under an Umbrella Company, the Umbrella Company will deal with your invoicing.

Please note: If you invoice over a certain threshold you need to be VAT registered.

Invoicing cycle

Adjoining this Associate Handbook is an invoicing schedule. This document sets out the dates on which your invoice will be generated and your payment will be made.

Please note that if a timesheet is not submitted in time, this will not figure in your monthly invoice and cannot be paid until the following payment date. Adhering to the above guidelines will ensure that you are paid on time and will also assist our Clients to monitor the status and cost of projects.

How and when do Grovelands make payment?

Our payment method is by monthly BACS, directly into your Company’s bank account. Payment by BACS is independent of postal delays and gives cleared funds on a determined date.

For security reasons we require the bank details to be in writing. Our systems can handle most bank and building society accounts, although in the case of building society accounts we may require additional details. Please note that we can only make payment to the bank account of your Company.

We run a regular processing cycle, with a cut-off time for the receipt of invoices and progress reports on the first working day of the following month.

Instructions to our bankers to pay against all timesheets/invoices received by this time will be paid on 20 business day terms (see the Invoicing Schedule for details of the latest payment cleared dates).

If for any reason invoices/timesheets miss the above runs they will be processed the following month.

PSC Guidance – Bank Details

If you are operating through a PSC please ensure your bank details are submitted or amended on Intime by the invoice query deadline on your invoicing schedule. These can be accessed by logging on to your intime account and by clicking on My details > Personal Details > View Bank Details. Please also remember to send a copy of a bank letter or statement  related to this account to bankdetails@grovelands.co.uk by the same deadline. Unfortunately, failure to do this may result in a delay in payment. If you come across any errors in your details or have any other questions please email intime@grovelands.co.uk and we will be happy to help.

What if I have a query on an invoice or payment?

Please contact your Consultant and they will be able to help with your query, you can find their contact details on your Welcome Pack Email and your contract.

What happens if I am unable to make it onto the Client’s site?

If you are unable to make it onto site due to sickness or other unforeseen circumstances, please contact Grovelands within half an hour of your usual start time. We will then inform the Client on your behalf.

All other authorised absence, holiday or otherwise, should be agreed in advance. Any absence should be noted on your timesheet.

Code of conduct

We require all Companies provided to our Clients to ensure that any individuals engaged on assignments abide by the following Code of Conduct:

  1. To be aware of and adhere to all Client and site regulations and requirements, working standards and procedures.
  2. To dress in a manner appropriate to the site.
  3. To be courteous at all times to Client’s employees, suppliers and customers.
  4. To exhibit professionalism through punctuality, time-keeping, commitment and general conduct.
  5. To make the Client aware of any problems or difficulties that present themselves regarding work. If a speedy and satisfactory resolution is not possible, please notify your Grovelands Consultant.
  6. If you are unable to attend the Client site for any reason, make absolutely sure that this is communicated promptly to the Client.
  7. When you are proposing to take leave ensure that this is agreed with the Client well in advance and that this takes into account the work schedule under the assignment.

Compliance to Intermediaries Legislation (IR35)

If you have any queries regarding your compliance to HM Revenue and Customs requirements, we recommend you seek professional advice. However, the following website may also be able to answer some of your questions: http://www.hmrc.gov.uk/ir35/

Contact us directly if you need more information.

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