mini guide

contents
1 starter information and important timescales

2 submitting timesheets

3 invoice reconciliation

4 business expenses - what you can claim

5 business expenses - how to claim

1 starter information &
important timescales
contacting us
You can contact us either by phone or in
writing via a written message within your
employee portal. Our contact number is
displayed on the homepage. The 'my
messages' system is accessible from most
areas of your employee portal. Messages are
answered within one working day and are
automatically recorded in the Contact Log for
future reference.
P45
So that we have your up to date tax
information, please provide us with your
latest P45. We are only able to accept P45’s
which have been issued within 8 weeks of
the assignment start date. If we use a tax
code as selected on the P46, you may pay
more tax than necessary. This is due to
being placed on a Week 1 or Month 1 tax
code as we would not have your year to date
tax information. This is why it is very
important for us to receive your P45 so that
we can ensure that your tax code is correct.
payroll
Your payroll is processed the next working day
after we receive funds from the agency/client.
Funds will usually reach your bank account
between 2pm and 6pm the same day your
payroll is processed as we pay by Faster
Payments. Your payslip and the invoice
reconciliation will be available for you to view on
your employee portal the evening you are paid.
You are able to receive payroll alerts by either
SMS or email. We will send an alert the day
before you are due to be paid to confirm the
funds will reach you the next day between 2pm
& 6pm. The second alert is when payroll has
been processed to confirm the amount that you
receive in your bank account. This is sent when
payroll has been finalised and we know what
your net pay will be.
2 submitting timesheets
Whilst you are with giant, you will be
asked to complete timesheets online and
these are to be completed along with the
signed timesheets you get from the
client. Entering timesheets with giant is
very easy and can be completed from a
section of your employee portal called
‘enter timesheets.’
You may not need to complete a
timesheet if the agency uses our Data
Exchange (DX) timesheet process. This
is where the agency sends us your
timesheet data without you entering
anything on your employee portal. You
should still complete the timesheet for
the agency and have it approved by the
client. You will see a message in the
‘enter timesheet’ section of your
employee portal should you not need to
submit a timesheet.
‘enter timesheet’ screen
If you are on a weekly timesheet process you
can enter your timesheets by the end of each
week and once complete, click ‘save’ so we can
generate an invoice to send to the agency/end
client. If you are on a monthly timesheet process
you can still enter your timesheets on a weekly
basis. Every time you want to add another week
to, you can click on ‘edit’ then enter the giant mobile app
hours/days worked and click ‘save’ and repeat
accordingly. When you reach the end of the To ensure you have access on the go,
please use the giant mobile app! If you
month, you can raise the monthly timesheet as
need to input timesheets, you can use
an invoice. To do this you click on ‘submit
the app. You can also view your
timesheet for invoicing’ at the bottom of the
timesheet. This will then generate the invoice and timesheets, view your payslips and send
giant will submit this to the client/agency for you. us messages, all securely via your
mobile device! Downloading the app is
simple. Just access the giant homepage
via your mobile device and click on the
If you are on an hourly rate then you enter the appropriate download button.
hours worked per day (i.e. 7.5), but if you are on
a daily rate then just entering the figure ‘1’ on the
day(s) worked will be fine. A half day can be
entered by entering 0.5 days instead of 1. If you
have a different pay rate to submit, please enter a
new timesheet for each different rate.
3 payslip & invoice
reconciliation
Every time you’re paid, an invoice reconciliation and payslip will be generated by 6pm on the same day. These provide you with a complete
breakdown of the payroll you have received in your bank account. You will find both of these within the ‘my pay’ section of your employee portal and
then clicking on ‘payslip information.’

The invoice reconciliation is what you will start with as this shows the amount giant receive from the agency/end client for the work you have
completed. It will also show you the period(s) you are being paid for i.e. w/e 20/11/2015.

The total figure (£1,150 in this instance) is known as giant’s Total Income as we are the ones raising the invoice(s) for your services.

We then come to the figures that are retained by giant to bring you to your gross pay. Here you will find the retention of Employers cost including the
Company Net Margin. With regards to the Employers Cost, this is something we retain and it includes, but is not limited to, Employers NI. All this brings
you to the gross pay (£1,001.83 on this example) which will be stated at the bottom of the invoice reconciliation and carried over to your payslip.
payslip
From the top of the payslip you’ll see the sub total gross
pay that carried over from the invoice reconciliation.
Below this you can see the deductions that all employees
have to pay for working in the UK (unless you’re exempt for
a particular reason).
The gross pay is split into “pay” and holiday pay. If you are
set to accrue holiday pay instead of it being paid in each
payroll, this area of your payslip will be blank until you
request holiday pay to be processed.
These deductions are Tax and NI (a total of £242.54 in this instance) and are
taken off depending on the Tax Code you are on and whether you are at the
relevant threshold for paying Tax and/or NI. You may also have statutory
payments to be deducted, like a student loan or child support payments, and these
will be shown just beneath your Tax and NI amounts.
We then get to your net pay (£759.29 on this payslip example) at the bottom of the
payslip and this is what you will receive in your bank account from giant after all
retentions and deductions are taken into account. Below that you will see a brief
analysis of your year to date earnings for your reference.
This should aid your understanding of how giant calculates your payroll and breaks it
down, if you would like further information please just ask as we’ll be more than happy to
help.
4 business expenses -
what you can claim
As an employee of giant, you can claim various types of business expenses. These range from “site-to-site” travel & subsistence to capital equipment and
business calls.

Where giant can obtain evidence that Supervision, Direction and Control (SDC) does not apply to you – this is when no one is overseeing your work,
making you do work in a certain way, or dictating what work you do - 'home to work' (not just ‘site to site’) travel and subsistence expenses can also be
claimed. Please go to your portal for more information on whether SDC applies to you.

You get immediate tax relief on business mileage and capital equipment claims via your payslip. For other expenses, you claim a tax refund at the end of
the tax year from HMRC via form P87 which we provide for you.

tax reimbursed via tax reclaimed from SDC must not apply to
expense type
payslip HMRC worker
‘home to work’ travel, parking & subsistence*

‘home to work’ mileage**

‘site to site’ travel, parking & subsistence *

‘site to site’ mileage**

temporary accommodation

tools and equipment

software

capital equipment

professional subscriptions

background checks

eye tests

safety wear

training, exams + associated

travel/meals
consumables (postage / stationery)

business telephone calls

* travel includes public transport and taxis

** car, motorbike and cycle mileage reimbursed at HMRC rates per mile
 5 business expenses -
how to claim
business expenses – how to claim
All claims are submitted in the same place on your employee portal: the ‘enter business expenses’ section.

quick links screen

You will then have the option to selecting dates screen

select the ‘date’, ‘w/e date’,
‘assignment’ and ‘expense type’
all on the same screen to make it
simple for you.

Once you have selected the

above, you can then specify what
type of business expense you are
intending to claim for. The
expense types you will have
available are dependent on
whether you have passed the
Supervision, Direction or Control
(SDC) assessment (see “Business
Expenses – what can I claim?”
guide for more information).

After you’ve selected the ‘expense type’ there will be a pop-up window to enter the details of your claim such as the exact dates and the amount
incurred. All this information is clearly marked, there are empty boxes that you will need to complete.

After submitting your expenses for that week, you can upload your receipts for us to approve. Please note that we cannot include your expenses in
your payroll without the receipts being received and approved first.

Downloading and using the expense app is the easiest way for you to provide your receipts to us. However, you can also upload scanned copies
online or send them to us by post. If sending by post, you will have the option to do this via the ‘submit receipts’ section on your homepage by using
the quick links bar.
Once we receive your receipts our expenses team will process them within 3 working days. Your approved expenses will be included in your following
payroll. Only business mileage & Capital Equipment are processed without the deduction of tax & NI. For all other expense types, you will claim the tax
relief back from HMRC at the end of the tax year. We will assist with this by sending you a completed P87 for claims up to £2,500.

allowable expenses for relocation expenses non-claimable expenses

overseas workers
For our employees who have travelled from
overseas to start their assignment with us,
there are some related expenses that can be
claimed.
overseas travel expenses
Expenses incurred through travelling from
overseas to the UK can be claimed for up to
5 years from the date you came to the UK.
This is available for you, your spouse/partner
and children. There are clear criteria that
needs to be met which you will have already
discussed with our Welcome Team when you
started your employment with giant.
If you incur costs relocating to the UK, you You are not able to claim for accommodation
can claim up to £8,000 which will be costs either here in the UK or overseas incurred
reimbursed in your payslip without the whilst carrying out your assignment.
deduction of tax and NI. These expenses are
called “Qualifying Costs” and include
expenses such as:
Any travel and subsistence expenses from the
UK home to workplace are subject to normal
Supervision, Direction and Control (SDC) rules.
• The cost of buying or selling a home –
associated solicitor fees, stamp duty etc.
• Moving costs – shipping etc.
These expenses can be claimed as long as
you have moved to the UK to start your
employment through giant and as long as
the costs are paid before the end of the tax
year in which the move took place.

.
The criteria are listed in the Expense Policy
which is part of your Employee Handbook
and can be located within the “my
employment” section of your employee
portal.