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The SmartWork Setup Process

 

The Umbrella Employment – Introduction

SmartWork operates as an umbrella employer. When you join SmartWork, you become a SmartWork employee and enter into an employment contract while undertaking assignments sourced through recruitment agencies and end clients.

As a SmartWork employee, you benefit from applicable statutory employment rights and protections, including paid holiday, workplace pension enrolment (where applicable), and other statutory entitlements, subject to eligibility.

The Setup Process

We designed the SmartWork setup process to get you up and running as easily as possible. Below is a simple guide on what happens when you register with SmartWork.

After your initial call, your onboarding contact issues a pay example outlining all deductions, including Employment Costs, PAYE Tax, and National Insurance. We recommend reviewing it to ensure you are happy with how deductions work before signing up.

1. Registration & Identity Verification – First, we ask you to complete our online registration form and verify your identity using our secure digital verification system. You must complete proof-of-identity checks before employment can commence.

2. Employment Documentation – Once you complete your registration, SmartWork becomes your employer. Before starting work, you are required to enter into employment-related agreements, including an Overarching Contract of Employment and any other documentation relevant to your employment and assignments. At this point, you also receive a Welcome Pack containing important information about your employment, payroll and employee benefits.

3. Assignment Setup – We obtain the necessary assignment details from your recruitment agency and provide access to SmartPortal, where you can submit timesheets, access employment documents and view payslips.

4. Expenses – Where business expenses are incurred wholly, exclusively and necessarily in the performance of your duties, reimbursement may be available in accordance with HMRC requirements and SmartWork’s expenses policy. We provide guidance on eligible expenses and the claims process during onboarding.

5. Getting Paid – Once we receive your approved timesheet and your agency has paid SmartWork, we process your pay through PAYE and issue a detailed payslip showing all deductions.

Important Information

By registering with SmartWork, you acknowledge that:

  • SmartWork operates as your employer under an umbrella employment model.
  • You will become an employee of SmartWork.
  • You are entitled to applicable statutory employment rights and protections.
  • You will be required to complete identity verification checks.
  • You will be required to enter into an Overarching Contract of Employment and related employment documentation.
  • Any expenses claimed must comply with HMRC requirements and SmartWork’s expenses policy.

Additional Documentation

Depending on the services you choose and the nature of your assignment, we may provide additional documentation for your review and acceptance once your umbrella profile has been established.

When Your Assignment Ends

We believe in flexibility for our employees and don’t tie you to lengthy commitments. When an assignment ends, you may continue your employment with SmartWork for future assignments.

If you no longer require our services, you can request a P45 and leave our employment. Should you secure a new assignment through another recruitment agency, we will be happy to support your continued employment with SmartWork.