Welcome to the candidate hub for VGC Personnel.
Here you will find a range of questions that may be useful for you to know.
If you have any questions that we don’t answer below, please do get in touch with the team on 01895 671820.
When do I need to get my approved timesheet submitted by?
Our timesheet deadline is on Mondays by 5pm, but if you could get this in by 12 noon that would be very helpful for our busy payroll team. Any received after this may be processed the following week.
Please note: this may be subject to change around bank holidays and during the Christmas period. During these times, you will be informed directly by our team.
Where do I need to send my timesheets?
Please send timesheets to firstname.lastname@example.org
If you submit your timesheet through a portal, we may have access – so you may not need to send it in. However some we do not, for example, if you work for Fusion, you will need to send us the approved download of your timesheet.
What happens if I miss the timesheet deadline?
If you miss the timesheet deadline, it may be processed the following week.
What if my line manager is on leave and cannot approve my timesheet?
If you know your manager is due to go on leave, make sure you know who can approve your timesheet in their absence. Alternatively, speak with your point of contact at VGC for some advice.
How do I get my timesheet approved?
If you are paid through a portal – your line manager will need to log on and approve your hours on the portal.
If you have a paper timesheet – your line manager can either physically sign your timesheet or they can email the timesheets email directly confirming your hours are correct with your timesheet as an attachment (email@example.com). Please ensure this email is directed at us and not forwarded on.
I am a being paid through my Ltd company, do I need to submit an invoice?
You will likely need to submit an invoice alongside your timesheet. Please speak with your point of contact at VGC if you would like to use our example invoice. If you have signed up for self-billing, you do not need to submit a weekly invoice.
Am I entitled to annual leave?
If you work for us on a PAYE basis, then you are entitled to annual leave with us.
If you work for us through your limited company or through an umbrella company, then you are not entitled to annual leave through us.
How does my annual leave work?
You accrue roughly 0.6 days annual leave per full week worked, and you must accrue your leave before it can be used. Annual leave runs from January – December.
How much annual leave can I accrue in total?
You can accrue up to 28 days leave, 20 days plus 8 days of bank holidays. As the accrual of leave runs from January – December, if you start part way through the year then you will start accruing from that date, not from January.
How much annual leave do I currently have?
Please ask your point of contact at VGC for your up-to-date annual leave accrual amount. We are currently working on a way to make this more accessible to you.
How do I book annual leave?
Annual leave can be booked using our holiday request form, please select Daniel Davidson as your labour manager. Please ensure this has been approved by your line manager before booking with us.
What if I haven’t accrued enough annual leave before my holiday?
For paid annual leave, you must accrue enough before your holiday. If you want to take more leave than you have accrued, you will only be paid for the amount of time you have available. For example, if you want to take five days off but you only have three days’ leave available, the remaining two days will be taken as unpaid leave.
How do I cancel annual leave that I have already booked?
Please speak to your point of contact at VGC and they will cancel your leave for you.
Do I get paid for bank holidays not worked?
All bank holidays are automatically paid out of your accrued leave allowance. If you do not have enough leave accrued at the time of the bank holiday, this will not be paid.
Do I need to save annual leave for the Christmas period?
We advise keeping the Christmas period in mind when planning your leave. Offices and sites vary when they close during this period, so it will be worth speaking with your line manager about the closing during this time. If you would like this time off to be paid, you will need to save back some days to cover this.
What is the password to get into my payslip?
The password for your payslip is your National Insurance number, all capitals and no spaces.
When will I get paid?
You will be paid on a weekly basis every Friday, unless other arrangements have been made for you. Please submit your timesheets on time to ensure weekly payments can be processed.
When you first start, you will receive your first pay the following Friday of that week. For example, if you start on a Monday 1st November 2021, you will receive your first pay on Friday 12 November 2021.
What should my tax code be?
Tax codes vary from person to person. If this is your only job and you do not have other outgoings, your tax code should be 1257L or similar. If you have another job then this will likely be different. Get more information on the GOV.UK website for tax codes.
What should I do if I am on the wrong or an emergency tax code?
We advise you to call HMRC directly to sort this out on 0300 200 3300.
Can I see a breakdown example of a typical payslip?
Please visit our how to read a payslip page.
When will I be enrolled onto the pension scheme?
If you are a PAYE employee, you will be enrolled automatically onto our pension scheme after 12 weeks. You cannot opt out until after you have been enrolled and had your first pension deduction.
After this, if you would like to opt out you can contact The People’s Pension on 0300 330 1280 – if you opt out within a calendar month of being enrolled, then you will receive a refund of the contributions deducted.
Am I allowed to claim expenses in my role?
If you are able to claim expenses, then this should have already been discussed with you before you start in your role. This decision will be up to your line manager.
Expenses may range from mileage or travel expenses to hotel stays. Your line manager may only sign off on certain types of expenses. Please speak with your point of contact at VGC to find out if and what expenses you may be able to claim.
What is the deadline for expenses submission?
The deadline is on Mondays by 5pm, the same as the timesheet deadline. Any received after this may be processed the following week.
Where do I need to send my approved expenses?
Please send expenses to firstname.lastname@example.org.
If you submit your expenses through a portal, we may have access – so you may not need to send it in. However some we do not, so you may have to send over a screenshot of this expense. Our team will let you know if this is the case for you.
If we are working through your limited company, you will also need to submit an invoice for your expenses (this must be separate from your hours/days worked invoice).
How can I get a copy of my contract?
You can access your contract via the DocuSign completion link sent to you once you completed your forms before you started. If you cannot find this, please ask your VGC contact to provide this for you.
If you are being paid via an Umbrella company, your contract will be with them so please contact them directly.
Who do I contact if I am sick?
Please inform your line manager and your contact at VGC as soon as possible. If you need to claim for Statutory Sick Pay (SSP), please find some more details on GOV.UK or on our website under the Covid-19 absence reporting page.
What should I do if I have Covid-19?
If you have tested positive for Covid-19, please continue to follow government guidance on this topic.
What are the contact details for the Umbrella company that pays me?
There are a few different umbrella companies that we use, please see details for some of these below:
Liquid Friday – liquidfriday.co.uk
Sapphire – wearesapphire.co.uk
Omnia – omniaoutsourcing.com
If you don’t see your umbrella company, please speak with your point of contact at VGC.
If you have any questions that are not answered above, please speak to your point of contact at VGC for more details.
Alternatively, call us on 01895 671820 and a member of our team will be happy to help.