Electronic Timessheets (FAQs - Self Billing)

Q-         What is Self-Billing?

A-         Self-Billing is an arrangement between a “Supplier” in this case Contractor’s Personal Service Company or Payment Company and their “Customer” in this case Intec (UK) Ltd) whereby the Customer prepares the Supplier’s invoice and sends it to the Supplier.  It means the Supplier will no longer need to send an invoice to the Customer.  The Agency Worker or the Consultancy Staff submits the timesheet (and/or expenses), it gets authorised by their Manager and then Intec (UK) Ltd sends the invoice and subsequently remittance.  Basically, it’s a much more efficient payment process for everyone involved.

Q-         Does Self-Billing impact on my IR35 position?

A-            No, Self-Billing has no impact on your contractual arrangements between Intec (UK) Ltd and your Limited Company and has no impact on IR35 considerations.

Q-         What are the benefits of Self -Billing?

A-         It is a much more efficient invoicing and payment process which:
·         Reduces your administration and it is no longer your responsibility for preparing invoices and ensuring that they have the correct VAT information on them. Saving you both time and administration costs.
 
·         Removes any margin for error as the invoices are automatically created from the approved timesheets/expenses. It is an end to end process.
 
·         Self-Billing benefits Intec (UK) Ltd as it reduces queries and removes the need to check invoices against approved timesheets – the system generates the invoices from these.
 
Q-         Who makes the rules on Self-Billing?

A-         HM Revenue and Customs (HMRC); the rules are set out in the VAT Notice 700/62. You can find this on https://www.gov.uk/government/publications/vat-notice-70062-self-billing/vat-notice-70062-self-billing

Q-         Who designed the invoice format and layout?

A-         The invoice format is a standard format that conforms to HMRC regulations and this cannot be changed.

Q -        Do I have to be VAT Registered to be able to qualify for Self-Billing?

A -        No, you don’t need to be VAT registered.
Q-         Can anyone use Self-Billing?
A-                 Self-Billing is only used for contractors working through a Limited Company (Personal Service Company or Payment Company). It’s not relevant to PAYE worker.

Q-         Is the Self-Billing Agreement with me or the Limited Company?

A-         The agreement is between the Limited Company (Personal Service Company or Payment Company) and Intec (UK) Ltd.
 
 
Q-         My Self-Billing Agreement is expiring (has expired) and I have not received a new one?

A-         Your Self-Billing agreement will last 12 months or for the length of the contract. Intec (UK) Ltd will automatically issue a Self-Billing Agreement renewal prior to the expiry of the current agreement.   This will be sent to you via email.

Q-         Do I need a new Self-Billing Agreement if my Pay Rates change during my Contract?

A-         No, if your Pay Rate changes during the contract, we will issue an amendment to your contract. This does not affect your Self-Billing agreement.

Q-           My Self Bill Invoice is not correct. Who do I contact?

A-         It is unlikely that yourself bill invoice is incorrect as it is taken from the timesheet that you submitted and the client has authorised.   However, if you have a query, please contact         e-timesheets@velosi-intec.com  or call 01524 865 555.

Q-         What if I do not wish to agree to the Self-Bill Agreement, can I continue to provide my own invoices on a weekly/monthly basis?

A-         You can continue to send us your own invoices to match with the timesheets you have submitted if you have not agreed to Self-bill.

Q-         Can I continue to provide my own invoices alongside with the Self-Billing?

A-         You cannot raise sales invoices for services covered by the Self-Billing Agreement.

Q-         My Company has changed its VAT registration number. What do I need to do?

A-         If your Company has changed its VAT registration number, you need to send us a copy of the new VAT certificate. You can either email the VAT certificate to our Accounts Department at e-timesheets@velosi-intec.com, Fax it to 01524 865 556 or send it to: Intec (UK), FAO Accounts Department, Brunel House, 9 Penrod Way, Heysham, Lancashire, LA3 2UZ, United Kingdom.

If your VAT registration number changes we will need to issue a new Self-Billing Agreement and will not be able to issue invoices until this has been signed.

Q-         My Limited Company has changed name but maintained the same VAT number. What do I need to do?

A-         There is no requirement for a new Agreement as detailed on Notice 700/62 https://www.gov.uk/government/publications/vat-notice-70062-self-billing/vat-notice-70062-self-billing.  However, you are still required to send us the new Company details along with the Certificate of Incorporation. You can either email the VAT certificate to our Accounts Department at e-timesheets@velosi-intec.com, Fax it to 01524 865 556 or send it to: Intec (UK), FAO Accounts Department, Brunel House, 9 Penrod Way, Heysham, Lancashire, LA3 2UZ, United Kingdom.

Q-         My Limited Company has changed name but have not maintained the same VAT number.   What do I need to do?

A-         Intec (UK) Ltd will require a new Self Billing Agreement. You are required to send us the details of the new Company along with the Certificate of Incorporation as well as the new VAT Certificate. You can either email them to our Accounts Department at e-timesheets@velosi-intec.com, Fax them to 01524 865 556 or send them to: Intec (UK), FAO Accounts Department, Brunel House, 9 Penrod Way, Heysham, Lancashire, LA3 2UZ, United Kingdom.

We will then issue a new Self-Billing Agreement and will not be able to issue invoices until this has been signed.  
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