Timesheet Procedure

Terms and Conditions - ARK International Timesheets

Detailed below are the standard terms and conditions governing completion and submission of timesheets in accordance with the contract of services between the company with which you are employed and ARK International. This guide is considered subordinate to any terms in the aforementioned contract.

(Download MS Word timesheet example CLICK HERE)

Guidance notes for completion

• The timesheet should be completed in accordance with the instructions on the face of the timesheet.
• Only one timesheet should be submitted for any given week. Completing the week ending date indicates the week reference. Please complete the week ending as the Sunday at the end of that working week.
• Where you have worked on a specific day, it is essential that you supply details of the total hours worked for the day, excluding all breaks. Any days not worked due to illness, holiday etc must be indicated as such. You are also required to submit details of total hours worked at standard and overtime rates for the whole week.
• Where you are paid on a daily basis, you must complete the number of days worked and the equivalent number of hours.
• The client and contractor signatures are essential fields and their omission will always result in the rejection of timesheets and request for new timesheets.
• All other fields are considered self-explanatory. Always ask your consultant or the accounts department should you have any difficulties in completing a timesheet.

Submission of timesheet

• Original timesheets and invoices are to be sent to ARK International’s accounts department at:
  
  ARK International - Accounts
  4th Floor
  Drapers Court
  Kingston Hall Road
  Kingston Upon Thames
  Surrey
  KT1 2BQ
• Timesheets received by ARK International before 12.00pm on a Monday deadline day will be included in the next pay run. This is an absolute deadline, no timesheets received after this point can be included in that week’s pay issue.
• Receipt of your signed and authorised timesheet will prompt a payment the following Thursday. All invoices must be calculated on your hourly/daily rate.
• Contractors are paid on a weekly basis.

Resolution of queries

• The contractor is under a duty of care to complete the timesheet in accordance with the guidance notes above.
• Where there is a query on your timesheet we will make every effort to contact you immediately to resolve the query.
• ARK International is not obliged to pay an invoice where the underlying timesheet is not completed correctly and there is a realistic possibility of our client rejecting the timesheet as adequate support for the work done.
• Please note that any issues noted on your part can be resolved by phoning the accounts department of ARK International on 0845 054 0198 or by emailing our query helpdesk at
  info@ark-int.com
• Routine queries logged before 3.00pm will be resolved or at least acknowledged by close of that day. In the event of a more complex query we will call or return your mail and detail the actions required to resolve the query.
  

Payment for work completed

• Payment is by BACS transfer weekly. Payments will clear in your registered bank account on each Thursday. Where the transfer day falls in a week containing an English Bank holiday the transfer will be made subject to a one day delay.
• Any contractor who uses the services of a payroll company may be subject to the payroll processing procedures imposed by that company. ARK International has no control over this, therefore you must discuss the procedures with the payroll company that you choose.
• Notification will be sent for all payments made and sent directly to you.
  

Limited Companies

For contractors operating through a UK registered limited company (please note that a limited company must be registered in the UK or has been subject to clearance by our Inspector of Taxes) we require the following information prior to submission of the first timesheets/invoices. Please supply:

• Signed contract
• Company registration number and copy of the Certificate of Incorporation.
• VAT registration number, if applicable and copy of the certificate.
• Company bank details: bank name, branch name, sort code and account number.

Note - Change of VAT status: If you decide to de-register for VAT it is extremely important that you inform us immediately.