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Pay Related FAQs

When will I get paid?

Check out our guidance below for any questions you may have about our payment process. Once you’ve registered with us, completed the ID Verification checks and accepted the relevant contract paperwork, you’re ready to pay from our side.

SmartWork Umbrella will make payment to you on receipt of cleared funds via a same-day faster payment. As each agency has its own individual invoicing terms and payment cycle, it is not possible for us to advise an exact time when payment will clear with you, as we do run multiple payrolls per day.

Funds will clear in your account within 2 hours of us making payment, and we’ll also send you an SMS to confirm when funds are on the way.

Most payments are made by 4 PM on the same day SmartWork receive funds from your agency or end client (depending on the type of engagement you have). Any funds clearing after 2 PM will be paid the following working day.

When you register with us, you’ll get access to our online portal, where all payslips will be available to view and download. You can also opt to have these emailed to you when you register.

What if my pay is late?

In the event that you have not been paid on time, despite having your timesheets approved and the onboarding process with us being complete, please contact our dedicated Contractor Care Team, who will be able to investigate and potentially reach out to your recruitment agency.

Your payment schedule and terms will always be confirmed to you within your assignment details, so be sure to keep them handy after you have been onboarded with us.

If you have any questions about our payroll process, please get in touch!

Why Has My Payroll Been Recalculated?

Overview

Occasionally, SmartWork may need to recalculate a worker’s payroll after an initial payment has been processed. This usually occurs when an additional payment is received for the same worker within the same payroll period.

While this can sometimes result in a different net payment than expected, it is a normal payroll process designed to ensure that earnings, Tax and National Insurance Contributions (NICs) are calculated correctly and reported accurately to HMRC.

 Understanding the Payroll Period

HMRC’s payroll period runs from the 6th of each month to the 5th of the following month.

For example:

Payroll Period Tax Month

6 April – 5 May            Month 1

6 May – 5 June            Month 2

6 June – 5 July             Month 3

Any payments received for a worker during the same payroll period must be processed together for payroll purposes.

Why Does Payroll Sometimes Need to Be Reworked?

A payroll recalculation may be required when:

  • An additional payment is received after payroll has already been processed.
  • A late timesheet is submitted.
  • A correction is required to previously reported earnings.
  • Multiple payments are received from an agency within the same payroll period.
  • An adjustment needs to be made to taxable pay or deductions.

In these situations, payroll cannot simply process the additional payment separately. Instead, the worker’s earnings for the relevant tax month must be reviewed and recalculated to ensure the correct deductions are applied.

How the Recalculation Works

When an additional payment is received within the same payroll period, SmartWork will:

  • Review all payments received for the worker during that payroll period.
  • Combine the earnings for payroll calculation purposes.
  • Recalculate PAYE Income Tax and National Insurance Contributions based on the worker’s total earnings for the tax month.
  • Submit the revised payroll information to HMRC through Real Time Information (RTI) reporting.
  • Issue an updated payslip reflecting the revised figures.

This process ensures compliance with HMRC payroll regulations and helps prevent underpayments or overpayments of tax and National Insurance.

 Why Is My Net Payment Different From the Additional Payment Received?

This is the most common question we receive.

When payroll is recalculated, the additional payment is not assessed in isolation. Instead, the payroll system reviews your total earnings within the relevant tax month and recalculates statutory deductions accordingly.

As a result:

  • The net amount you receive may not equal the value of the additional payment received.
  • Tax and National Insurance may increase or decrease depending on your total earnings for the period.
  • The final payment reflects your overall payroll position for the tax month rather than a single payment transaction.

This ensures that your tax and National Insurance deductions remain accurate based on your cumulative earnings for the period.

Will I Lose Money?

No.

A payroll recalculation does not result in SmartWork withholding earnings that are due to you.

The process simply ensures that:

  • All earnings are included in the correct tax month.
  • PAYE Income Tax is calculated correctly.
  • National Insurance Contributions are calculated correctly.
  • HMRC reporting remains accurate.
  • Your total earnings remain unchanged; only the calculation of deductions may be affected.

 Will I Receive a New Payslip?

Yes.

Once the payroll recalculation has been completed, an updated payslip will be issued showing:

  • Total taxable pay.
  • National Insurance earnings.
  • PAYE deductions.
  • National Insurance deductions.
  • Revised net pay.

Your payslip will provide a full breakdown of the recalculated payroll figures.

 Frequently Asked Questions

Why wasn’t the additional payment processed separately?

HMRC payroll rules require earnings received within the same tax period to be assessed correctly for Tax and National Insurance purposes. In some circumstances, this requires the payroll for that period to be recalculated rather than simply issuing a separate payment.

Can this affect my Tax or National Insurance?

Yes. Because your total earnings for the period have changed, the amount of Tax and National Insurance due may also change.

How will I know if my payroll is being recalculated?

Where possible, SmartWork will notify you when an additional payment has been received, and your payroll requires recalculation.

Who should I contact if I have questions?

If you have any questions regarding a payroll recalculation, please contact the Payroll Team, who will be happy to explain the changes shown on your payslip.

Key Takeaway

If multiple payments are received for you within the same payroll period, SmartWork may need to recalculate your payroll to ensure your earnings, Tax and National Insurance Contributions are processed correctly. Although this may result in a different net payment than expected, it ensures compliance with HMRC requirements and guarantees that your payslip accurately reflects your earnings for the relevant tax month.

 

 

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