EMPLOYMENT BENEFITS

-Complete Employee Status – Full compliance with employment legislation
-Complete Tax Record – All tax is calculated, deducted and paid over to HMRC by MainPay
-Employee Pension – As of April 2014 all employees will be provided with a Workplace Pension Scheme
-Employee Benefits Scheme – Access to discounts and savings from retail and other stores
-Full entitlement to Statutory Payments – Sick, Maternity and Paternity
-Full entitlement and payment of Holiday Pay
-Employer, Visa and Mortgage References
-P60 and P45 production

PAYMENT BENEFITS

-Tax-efficient salary package
-Ability to claim travel, food and other work-related expenses
-Fast, efficient daily payroll
-No start-up, termination, hidden or ANY additional costs
-Same day 'Faster/Priority' Payments

SERVICE BENEFITS

-Full compliance with tax and employment legislation
-Simple, efficient same-day registration process
-24/7 online access to your personal account – timesheet, expenses, payment and all other information
-Ability to submit all compliance documents electronically via email or uploading to your personal account
-A friendly but professional support team available to answer all queries
-Employers Liability and Public Liability Insurance

PENSIONS

As of April 2014, MainPay provides all employees with a workplace pension scheme. The National Employment Savings Trust (NEST) has been chosen as our workplace pension scheme provider to meet our employer duties and help you put money aside for your retirement. Should you be eligible and choose not to opt out, MainPay will make employer contributions to your retirement pot along with your member contributions. MainPay will have different responsibilities depending on your age and the assessment of your earnings so please do not hesitate to contact us to obtain more information regarding your pension status.

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RELOCATION

MainPay offers a relocation package so please contact us to obtain more information about how we can support these specific employment needs.

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TAX REFUNDS

Where tax has been overpaid it can be reclaimed at the end of the tax year OR during a tax year if you are leaving the UK before the end of the tax year. You can claim back as far as six tax years. Tax years end on 5 April.

MainPay cannot give you tax advice or claim tax refunds on your behalf. However, we can offer a few guidelines on this process. You may either wish to use the services of a Tax Refund Agency or apply directly to HMRC for your refund.

Tax Refund Agencies will charge anywhere between 5% and 18% of your refund for completing a few forms. However, you are able to lodge a refund application for free yourself by calling HMRC or following the instructions on their website:

https://www.gov.uk/claim-tax-refund/too-much-tax-taken-from-your-pay

You can find all HMRC contact information for queries below:

https://www.gov.uk/government/organisations/hm-revenue-customs/contact/income-tax-enquiries-for-individuals-pensioners-and-employees

Please note that MainPay will send you a P60 at the end of the tax year if you are still employed with us, or a P45 when your employment ceases. These are official tax documents and if any P45's or P60's are lost, they cannot be reissued. However you can find a Statement of Earnings, a sufficient replacement document, on your Financial Position page after logging in to your online personal MainPay account.

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Modern Slavery Statement
Introduction

MainPay is committed to understanding all potential modern slavery risks related to its business and to put into place steps that are aimed at ensuring that there is no slavery or human trafficking in its own business and its supply chains. This statement relates to actions and activities for the financial year ended 30 Nov 2017.

The business acknowledges its responsibility with regard to the Modern Slavery Act 2015 and will ensure to achieve transparency within the business and with suppliers.

Structure and Supply Chain

MainPay specialises in employing Temporary Workers and providing their services to Recruitment Agencies and End-Clients. By operating a streamlined structure MainPay's supply chain is kept to a minimum. This allows MainPay to fully vet its suppliers and ensure they are also committed to meeting the goals set out in the Modern Slavery Act 2015.

MainPay will not knowingly support or deal with any business involved in slavery or human trafficking.

Responsibility

The Company Director shall take the responsibility for implementing this policy statement and its objectives and shall provide adequate resources to ensure that slavery and human trafficking is not taking place within the organisation nor within its supply chain.

This policy statement will be reviewed annually and published on its website.

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SELF ASSESSMENT

The tax year runs from 6 April to 5 April each year. You should determine whether or not you fall into a Self Assessment category.

Some of the Self Assessment categories include:

  • High Income Earner
  • Limited Company Director
  • Property owner
  • Self-employed
  • Untaxed income
  • Investment income over a certain threshold

If you submitted a Self Assessment Tax Return for a previous year, you may be required to submit in subsequent years irrespective of whether you still fall into one of the above categories or not.

  • The UK Tax year runs from 06 April - 05 April the following year
  • Paper Self Assessment Tax returns are due by the 31 October following the end of a tax year
  • Online Self Assessment Tax Returns are due by the 31 January the following year

Please note, MainPay cannot provide you with tax advice but can give you the details of a registered tax agent who will be able to help if you so wish.

DISCLAIMER

MainPay is not able to assist you in completing a Tax Refund or Self Assessment return and does not assume liability for any inaccurate or incomplete information, nor for any actions taken in reliance thereon. The information we have provided above is a guideline only and you should seek independent advice if you have any further questions.

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GDPR Notice
MainPay data protection statement and privacy notice

This statement explains how MainPay handles and uses personal data we collect about staff. Where in this statement we refer to 'we' or 'ours' or 'us' we are referring to MainPay and where we refer to 'you' or 'your' we are referring to our staff. We are registered with the Information Commissioner's Office (ICO) with registration number ZA377493.

We are committed to protecting your personal information and to being transparent about what information we hold. MainPay understands its obligations to you to help you understand how and why we process your personal data. This notice tells you about the uses and should be read in conjunction with the MainPay data protection policy.

Our data protection policy and procedures are governed by the Data Protection Act 1998 and, from 25th May 2018, the EU General Data Protection Regulation. The law in this area is changing and we anticipate this statement will change in line with guidance provided by the ICO.

Why we hold your personal data

We are required to hold your personal data for various legal and practical purposes, without which we would be unable to employ you.

Holding your personal data enables us to meet various administrative and legal obligations (e.g. reporting and collecting information for HMRC).

Lawful basis for processing personal data

The lawful basis for processing the personal data of our staff is to fulfil a contract with an individual (employment).

There is a contractual obligation for you to provide much of the information detailed. Without this we would be unable to fulfil our obligations which could result in the contract terminating.

Personal data held by MainPay

The information we hold about you is primarily information you provided when you registered as an employee. This may have been provided to us directly or through your temporary work agency.

The following is a list of the information we hold:

  • Your name
  • Your contact details
  • Unique personal identifiers (e.g. date of birth)
  • Photographs
  • Financial information (bank account, salary, tax and NI information, attachment of earnings, etc)
  • Your right to work documents; copies of visa, passports etc.
  • Your registration;
  • Details of your work history;
  • References;
  • Your contract of employment;
  • Performance reviews and timesheets;
  • Disciplinary and grievance procedures;
  • Accidents at work; and
  • Training and background checks.
How your personal data is used by MainPay

Your data is used by us for a number of purposes including:

  • Internal reporting and recordkeeping
  • Administrative purposes
  • Responding to data access request made by you
  • Issuing references at your request
  • Contacting you
  • Processing our legal obligations (e.g. reporting and collecting information for HMRC).
Your rights

You have the right to access any personal information that MainPay processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.

Sharing and disclosing your personal information

We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. MainPay uses third-parties to provide the below services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

  • Relevant data, including your bank details, will be shared with our administration service providers for the purposes of processing your pay;
  • Relevant data will be shared with temporary work agencies for the purposes of sourcing work assignments;
  • Relevant data may be shared with our auditors;
  • Relevant data may be shared with Home Office, UK Visas and Immigration, HMRC and other governmental agencies;
  • Data may be shared with reputable "data processors" for the purposes of sending communications (eg mailchimp).
Safeguarding measures

MainPay takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:

  • Personal data is stored on a secure website using certificates provided by LetsEncrypt;
  • Access to the servers is controlled via secure keys;
  • Access to the site is limited to a small set of users with a strict password and IP range policy;
  • Access to the data is logged and monitored to identify any unauthorised access.
Consequences of not providing your data

You are not obligated to provide your personal information to MainPay. However, as this information is required for us to fulfil our obligations as your employer we will not be able to offer you employment without providing the information identified in this notice.

How long data will be kept

MainPay only ever retains personal information for as long as is necessary and we have strict re-view and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data for a minimum of 6 years after which time it will be destroyed.

Lodging a complaint

MainPay only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

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