Page tree
Skip to end of metadata
Go to start of metadata

How do I see my list of Ltd / Umbrella workers?

  1. From the menu bar, click Profiles > Workers.
  2. The list of workers are displayed on the workers screen.
  3. Click on the Search Options to expand the search criteria, select Ltd from the Worker Type field and click search.

How do I add a new Ltd worker?

(Please refer to the next section for details of adding an Umbrella worker).

  1. From the menu bar, click Profiles > Workers.
  2. Click Create in the top right of the screen.
  3. The Edit Worker screen opens.
    1. You will be presented with a blank form with 7 page tabs....
      1. Main
        1. GENERAL
          1. Worker Type.  Select Ltd as the worker type.
          2. Payment Method.  Bacs will be the default entry, please contact your RSM pay and bill executive should you require a different pay method or do not have the worker's bank information.
          3. Payroll.  Select weekly as the payroll type.
          4. Engagement Type.  Please refer to EMPLOYMENT INTERMEDIARY REPORTING for more information on this field.
          5. Default currency.  By default only one currency will be set (GBP), if you require additional currencies added to Intime please consult the RSM Technical support team.
          6. Payments on hold.  This should be left unticked, if payments are required to be held please contact your pay and bill executive prior to submitting your payroll.
        2. PERSONAL DETAILS
          1. Enter the relevant information.
            1. Title
            2. First name *Note this must be the full name, please do not use shortened or nick names.
            3. Last name *Note this must be the full name, please do not use shortened or nick names.
            4. Email.  This will be the worker's personal or work email.
            5. Gender
            6. Date of birth
            7. Date of joining.  This is the date the worker started employment with you.
        3. REFERENCE CODE
          1. (Optional) External reference.  This is optional.
        4. ADDRESS
          1. (Optional) Enter the full address for the worker.
      2. Employment Details
        1. TAX & N.I. DETAILS
          1. National insurance number.  This will be used for Employment intermediary reporting purposes.
          2. Unique Tax Reference.  This will be used for Employment intermediary reporting purposes.
      3. Limited Company
        1. LIMITED COMPANY DETAILS
          1. Enter the:
            1. Company Name
            2. Company Number - Although this is optional you should always try to provide this.
            3. Company VAT Number - If your contactor has VAT applied to their payments you MUST provide a valid VAT number.
            4. VAT Code.  Select the relevant VAT code for your Ltd Company worker:-
              1. Standard (T1) - Vat at the current rate will be applied to any payments made to the worker.
              2. None (T0) - No VAT will be applied to the worker payments.
            5. Self Billing - This box MUST be ticked at all times.  All payments made to your Ltd workers are processed through Intime under a self-billing system and un-checking this box may result in payments to your Ltd workers being delayed.
        2. COMPANY CONTACT DETAILS
          1. Enter the Limited company address details.
          2. The email address field within this section will be the address used to deliver the self-bill/remittance documents.
        3. INVOICING DETAILS
          1. These values should default to the correct values.  Please consult with the RSM Technical support team prior to making any changes here.
      4. Bank Account
        1. Enter the relevant bank details.
      5. CIS
        1. Not required for LTD / Umbrella workers.
      6. Advanced
        1. The advanced tab contains some complex features around the consolidation and appearance of the self-bill/remittance for that Ltd Worker.  You should consult the RSM technical support team prior to making any changes.
      7. History
        1. The history tab provides an audit trail of any changes made to the worker including the user, date, time and description of the change.

 how to add a LTD worker video

Here is a short video on adding a Limited Worker within InTime, in this video we describe each tab and how the information is used within InTime.

Click here to view video in Full Screen.

How do I add a new Umbrella worker?

Before you add the worker to Intime you must first create the Umbrella company.  

Adding a new Umbrella.

  1. From the menu bar, click Profiles > Umbrellas.
  2. Click Create in the top right of the screen.
  3. The Edit Umbrella screen opens.
    1. You will be presented with a blank form with 4 page tabs....
      1. Main
        1. COMPANY DETAILS
          1. Enter the:
            1. Company Name
            2. Company Number - Although this is optional you should always try to provide this.
            3. Company VAT Number - If your contractor has VAT applied to their payments you MUST provide a valid VAT number.
            4. VAT Code.  Select the relevant VAT code for your client, the correct value should be selected by default:-
              1. Standard (T1) - Vat at the current rate will be applied to any payments made to the worker.
              2. None (T0) - No VAT will be applied to the worker payments.
        2. REFERENCES
          1. The Accounts field can be used to enter your reference for this client in your accounts system.
        3. MAIN ADDRESS
        4. Completing the main address on the main tab is completely optional.  An example use would be to enter details of a particular contact within the Umbrella company that is different to the billing address .
      2. Invoicing & Payments
        1. INVOICING ADDRESS
          1. Enter the Invoicing Address details that will appear on the self-bill/remittances to that Ltd worker. To allow RSM to generate a self-bill/remittance for the Ltd worker you must enter at least an Address line 1, town and postcode. You can use the  option to copy the company details entered on the Main TAB.
        2. Invoicing Details
          1. Invoicing Period
            1. Intime will default to a 'Weekly' invoicing period, if you require to invoice your customer on a different frequency please contact your RSM pay and bill executive.
          2. Invoice delivery method
            1. Email. This value MUST be used, if you do not have a valid email address please use your Agency email.  Self-bill/remittances will not be delivered by post, even in cases where 'Post' has been selected.
          3. Self Billing - This box MUST be ticked at all times.  All payments made to your Ltd workers are processed through Intime under a self-billing system and un-checking this box may result in payments to your Ltd workers being delayed.
          4. Payment Terms
            1. Days. The standard terms will be set by default to 0, this will indicate that payment is due immediately.
            2. Type. Days from invoice date is the most common term type and is set as the default value.  There are several other terms available and can be selected based on your requirements.
            3. Template. This is fixed by Intime.
            4. Additional Text To Include on Invoice
              1. Enter any payment or charge terms that are specific to this Ltd Co worker, i.e. those that are not covered in the generic Terms Template.
        3. Bank Account
            1. Enter the relevant bank details.
      3. Advance
        1. The advanced tab contains some complex features around the consolidation and appearance of the invoice for that client.  You should consult the RSM technical support team prior to making any changes.
      4. History
        1. The history tab provides an audit trail of any changes made to the worker including the user, date, time and description of the change.

Adding the Worker record.

Optional Fields

A lot of fields within the worker record are optional when applying an umbrella. Although these fields are optional you should complete as much of the form as possible.


  1. From the menu bar, click Profiles > Workers.
  2. Click Create in the top right of the screen.
  3. The Edit Worker screen opens.
    1. You will be presented with a blank form with 7 page tabs....
      1. Main
        1. GENERAL
          1. Worker Type.  Select Umbrella as the worker type.
          2. Payment Method.  Bacs will be the default entry, please contact your RSM pay and bill executive should you require a different pay method or do not have the worker's bank information.
          3. Payroll.  Select weekly as the payroll type.
          4. Umbrella. Select the Umbrella from the drop down list, if the umbrella has not been created in Intime please refer to the previous section for further details.
          5. Engagement Type.  Please refer to EMPLOYMENT INTERMEDIARY REPORTING for more information on this field.
          6. Default currency.  By default only one currency will be set (GBP), if you require additional currencies added to Intime please consult the RSM Technical support team.
          7. Payments on hold.  This should be left unticked, if payments are required to be held please contact your pay and bill executive prior to submitting your payroll.
        2. PERSONAL DETAILS
          1. Enter the relevant information.
            1. Title
            2. First name *Note this must be the full name, please do not use shortened or nick names.
            3. Last name *Note this must be the full name, please do not use shortened or nick names.
            4. Email.  This will be the worker's personal or work email.
            5. (Optional) Gender
            6. (Optional) Date of birth
            7. (Optional) Date of joining.  This is the date the worker started employment with you.
        3. REFERENCE CODE
          1. (Optional) External reference.  This is optional.
        4. ADDRESS
          1. (Optional)  Enter the full address for the worker.
      2. Employment Details
        1. TAX & N.I. DETAILS
          1. (Optional) National insurance number.  This will be used for Employment intermediary reporting purposes.
          2. (Optional) Unique Tax Reference.  This will be used for Employment intermediary reporting purposes.
      3. Limited Company
        1. Not required for Umbrella workers as this information is taken from the umbrella record.
      4. Bank Account
        1. Not required for Umbrella workers as this information is taken from the umbrella record.
      5. CIS
        1. Not required for LTD / Umbrella workers.
      6. Advanced
        1. The advanced tab contains some complex features around the consolidation and appearance of the invoice for that client.  You should consult the RSM technical support team prior to making any changes.
      7. History
        1. The history tab provides an audit trail of any changes made to the worker including the user, date, time and description of the change.

How to add an Umbrella Provider and Worker video

Here is a short video demonstrating how to add an umbrella company record within InTime and then how to create your umbrella worker.

Click here to view video in Full Screen.

  • No labels