Getting Paid on Time

We hear horror stories all too regularly of individuals working for agencies being paid incorrectly, paid late and even not paid at all!

At HEADS Recruitment we pride ourselves on the fact that everyone is paid on time and accurately despite us paying up to 2500 people per week; we have substantial resource and investment to make sure this happens including 7 branch administrators and an accounts department in the same building (many multi-branch agencies have their accounts department in London so errors are much more likely to go unnoticed and will be much more difficult to resolve).

Despite this our clients have an important part to play too, and with this in mind I thought it might be useful to detail our payroll process:-

Friday – “Timesheets Generated”

• We check that everybody who has worked this week is on our ‘Requirement Plan.’
• Timesheets are generated from this list (10.00am) and e-mailed or faxed to our clients. 
• Any holiday requests for this week are processed to ensure payment next week. 

Monday – “Timesheet Return”

• We ask for completed timesheets to be returned before 5pm Monday (this is why you may get a call chasing a timesheet on Monday afternoon).
• Returned timesheets are checked by consultants for accuracy, absences etc and then passed to the branch administrator and payroll.
• All hours are input onto our payroll software by accounts.

Tuesday – “Validations and cross-checking”

• Validation reports are printed off and checked for any inputting errors.  These reports can only be printed off once we have all timesheets back meaning that one late timesheet can hold up payroll for 2500 people (so forgive us next time we call you asking for the timesheet).
• This report is checked by our branch administrators and by accounts.
• We also check for possible errors in gross wage and tax paid.

Wednesday – “Payroll run”

• Cheque lists are produced of individuals who will be sent cheques. This gives us chance to try and contact these people and get bank details before payroll (BACS is more secure and means they get their money quicker).
• The BACS payroll is generated (this clears into individual bank accounts on Friday)
• Cheques and payslips are generated and posted.

Thursday – “Client invoices”

• Client invoices are generated, checked against the timesheets and sent to clients.

There are many ways we can simplify the process for you such as e-mailed timesheets, timesheets and invoices by cost centre, we can provide signing-in sheets on-site etc.   We are currently rolling out a new system of e-mailed payslips.  Let me know if you want me to meet with you to look at options which may help you

Kind regards
Jon Derbyshire

Head Office

Kimada House 442 Flixton Road•Flixton•Manchester•M41 6EY
• www.heads-uk.com
• e: jon.derbyshire@heads-uk.com
• t: 0161-746-8811
• f: 0161-747-0011

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