1

Worker Guidance - Web

SOPHIE ALLEN

DATE

09/04/2020

VERSION

1.2

AUTHOR

PAGES

43

2

Contents

1 LOGGING IN FOR THE FIRST TIME .................................................................. 3

2 LOGGING IN ......................................................................................................6

3 TERMS OF USAGE ............................................................................................ 7

4 LOGGING OUT .................................................................................................. 11

5 FORGOTTEN PASSWORD .............................................................................. 12

6 Notifications ................................................................................................... 15

Viewing Notifications ....................................................................................... 15

Changing notification settings ........................................................................ 17

7 VIEWING CONTRACTS ................................................................................... 21

8 TIMESHEETS .................................................................................................. 26

Viewing Timesheets ......................................................................................... 26

Submitting Timesheets .................................................................................... 27

9 STATUTORY LEAVE ....................................................................................... 30

10 ENTITLEMENTS/HOLIDAY PAY ................................................................... 33

11 EXPENSES .......................................................................................................36

12 REPORTS AND DOCUMENTS ...................................................................... 42

3

1 Logging in for the first time

• Locate the email from support@solutio.com in your inbox • If it is not there, check your Spam or Junk folder • Click the ‘Set Password’ button

• You will be taken to the Solutio portal and prompted to set a

password • Type your password in the ‘Enter new password’ field • If needed, you may click the eye icon to the right of the field to

show your password as you type it. • Confirm your password by typing it identically in the ‘Confirm new

password’ field • Click the ‘Set Password’ button

4

• You will be taken to the login screen • Type your email address in the ‘Email Address’ field • Type your newly created password in the ‘Password’ field • Click the ‘Sign in’ button

5

As this is your first time logging in, you will be taken to the Terms of Usage page.

6

2 Logging in

• Navigate to the Solutio portal login screen – you should have received a link to this in your email

• Type your email address in the ‘Email Address’ field • Type your newly created password in the ‘Password’ field • Click the ‘Sign in’ button

7

3 Terms of Usage

Upon signing in to the Solutio Portal for the first time you will be taken to the terms of usage. These will need to be agreed before going any further. We advise that you read through and make sure you understand all three documents.

It is not initially possible to accept any of the three agreements nor click the ‘I agree with these terms’ button.

• Click the arrow next to the Privacy and Cookie policy • Scroll to the bottom of the document • Click the ‘I have read and understand the above information’ button

8

• You will automatically navigate to the Terms and Conditions • Scroll to the bottom of the document • Click the ‘I have read and understand the above information’ button

• The Data Protection Policy will now display • Scroll to the bottom of the document • Click the ‘I have read and understand the above information’ button • Click the ‘I Agree with these Terms’ button

9

This will display the Privacy Settings page. Here you can set who can search for and see your profile, and what information is displayed.

• Click on the Profile Searchability drop down menu • Select your preferred setting

10

• Clicking on a setting will display what can be viewed and by whom

underneath the drop-down menu

• Once you’re happy with your chosen settings, click the ‘Done’

button to access the portal proper and see your Dashboard • The amount of information you can see will depend on the agency

or end client you have registered with, but can include Timesheet, Expenses, Payslips and more.

11

4 Logging out

• When you’re finished in the Solutio portal click the ellipses button, the three dots, and log out.

12

5 Forgotten Password

If you forget your password, you can reset it from the login screen.

• Click the Forgot Password? Link. • Enter your registered email address in the email address field • Click reset password.

13

• A message will pop up confirming that an email has been set to that email address

• Log into your email and look for the message from Solutio • If it’s not in your inbox it may be in your junk or spam folder • Click the reset password link

14

• You will be taken to the Solutio portal and prompted to set a password

• Type your password in the ‘Enter new password’ field • If needed, you may click the eye icon to the right of the field to

show your password as you type it. • Confirm your password by typing it identically in the ‘Confirm new

password’ field • Click the ‘Reset’ button

• You can now log in with your new password

15

6 Notifications

Notifications allow the company you’re working with to send you reminders and ask you to complete tasks. You can customise how you receive notifications and view existing notifications via Solutio.

Viewing Notifications

• When logging into your portal any new Notifications will display in the top, right corner

• This shows there are 6 new notifications • Click the notification icon

16

• All of the latest notifications are reminders to submit hours worker

• Clicking this type of notification will take you to the Time Keeping screen to log your hours, but other type of notifications will take you to other areas of the system

• The number of notifications has gone down as one has now

been dealt with • If you have many notifications, you can click the See All

Notification link

• You can still click on the notification to be taken to the relevant part

of the system

17

Changing notification settings

You can change how you receive notifications – via email, Mobile app, SMS, all three methods or not at all.

• Click on the Notification icon • Scroll down to the Quick Settings

• On the right-hand side, you what will cause a notification to pop-

up

18

• You can choose to turn these notifications off entirely by clicking

the green switch next to the cause

• Once clicked, it will go grey to show no notifications will be sent

and the types of notification options will vanish

19

• The full list of notifications you can turn off is as follows:

o Assignment Creation – for when your company adds a new assignment for you

o Timesheet Reminder – if hours haven’t been submitted for a while, and your agency requires you to submit your own hours, you’ll see this notification

o Timesheet Returned – if a Timesheet you submitted was returned by the company, you will get this notification

o Timesheet Corrected – for when a Timesheet you have submitted is corrected

o Payslip Publishing – when payment is made to you and the Payslip is published

o Tenants Invitation – If you sign up with another company who uses Solutio they can invite you so your Tenant ID and all your information stays with you

o Returned Expenses – for when you submit expenses and the company returns them

o Corrected Expenses – for when you submit expenses and the company amends them

• You can also change how get notified for each type • Scroll to the notification type you wish to amend • Click the tick-box next to the method you want to turn on or off

• If the tick-box is empty , you will not receive notifications via this method for this type of notification

• If the tick-box is green with a white tick , you will receive notifications via this method for this type of notification

• For example, below we can see that:

20

o Assignment Creation notifications are completely turned off

o Timesheet Reminders are turned on, and notifications will only be sent by text

• Note: There are certain times when a company can override

individual notification settings, so you may still receive the occasionally communication for something your normally have turned off

21

7 Viewing Contracts

You can view your past and present engagements on Solutio. You cannot edit any details, so if you notice anything is incorrect you must contact the Company that is processing your pay to correct it.

• Click Contracts • A list of your contracts will be displayed – this should show all

contracts you have ever had that have been administered through the Solutio software

• The headings are as follows: o Title – this is a title the company gave the contract, to help

differentiate it from others o Tenant – this is the company who engaged you as a worker. It

could be the Umbrella company, or an agency or client if you worked directly

o Description – a description of the type of work you carried out o Type – Type refers to the type of engagement, and could

show you as an Employee, Self-Employed or CIS o Status – Will show whether the Contract is active or ended o Registration Date – the date the contract was set up o Start Date – the Date the contract commenced o End Date – may be blank if a rolling contract, otherwise will

show the date the contract ended or is due to end o Last Edited – shows the last time any changes were made to

the contract • You can click on a contract to see more information

22

• This shows two assignments for Temporary Service Solutions

• Mousing-over a link between two entities will cause the i icon to appear

• Holding your mouse over the line for longer will cause an info box to

pop-up

23

• Clicking on the i icon will bring up the settings button

• Click the settings button to view the Contract Settings • The Contract page shows lots of useful information like your tax

code, the contact number for the Company you’re engaged by and, at the bottom, any assignments you have under this contract

24

• Click on the magnifying glass to see more information about this

assignment • Rate of pay, start and end date, who the end client is, and service

fee will all be displayed

• You can also go straight to an assignment by mousing over the line

between yourself and the end client, the clicking the magnifying glass

25

26

8 Timesheets

Viewing Timesheets

• Click on Timekeeping • Click Calendar • A calendar will display showing the current month

1. You can change the status of the Timesheets you’re looking for by

clicking the arrow, then selecting the status you want to view from the drop down

2. You can switch between months by clicking the arrow keys

27

3. When you have entered all of the details for a set period, you can click Submit Timesheet – This will become a green week when the tick-box (4.) next to a week with unsubmitted weeks has been ticked

5. This key shows the status of hours entered

• Any days for which you have submitted hours will show a blue

oval with a number in it

• Clicking on the day with an entry will let you see the timesheet

you submitted

• You can use the arrow keys at the top of the pop-up to navigate

between days

Submitting Timesheets

• Click Timekeeping • Click Calendar • Click on the day for which you wish to submit hours

28

• You can select the rate of pay by clicking the arrow next to the rate displayed, and selecting from the drop-down menu

• It is not possible to free type the rate, so if the rate you need is not shown you must contact the company processing your payroll

• Click into the No. of Hours field and type the numbers of hours worked on this day

• Note: You can submit a maximum of 24 hours for any given day • If you have multiple days to submit for the same timesheet, click

the Save button once finished • If you only have one day to submit, click the Submit button • Repeat for any other days worked • Once all entries are made, click the tick-box next to the weeks you

wish to submit • Click Submit Timesheet

29

30

9 Statutory Leave

• Click Statutory Leave

• If you have not claimed Statutory Leave before, click the Apply for

Leave button

• Click on the arrow next to Employment Contract and select the

Employment for which you want to submit leave • Click on the arrow next to Statutory Leave type and select the type

of leave from the drop-down list • Each type of leave has different essential fields:

o Statutory Sick Pay (SSP) requires a date entered for the first day you were unable to work due to sickness, the last day on which you were unable to work due to sickness, the type of sickness or reason for absence (e.g. Flu or Operation). Finally, a Doctor’s note must be attached for sicknesses lasting longer than one calendar week, or a self-certification form for sicknesses lasting less than a week.

o Statutory Maternity Pay (SMP) require the expected due date of the baby, the date you intend to start maternity leave, the reason (e.g. Commencing maternity leave early, baby born etc.) and finally the MATB1 form (received from your midwife) to confirm pregnancy and expected due date

31

o Statutory Adoption Pay (SAP) requires confirmation of whether the child will be coming from overseas, the date you were matched to the child, the date the child is placed with you, the planned leave date, the reason for leave (e.g. child arrives, preparation for arrival) and finally proof the adoption is due to take place

o Statutory Paternity Pay (SPP) requires confirmation whether this is to adopt a child, when the baby is due/child is due to arrive, the start and end date of the planned leave, your partner’s planned leave dates, whether you and your partner are employed by the same employed, the purpose of the leave and finally documents to prove the due date/adoption of the child

o Shared Parental Pay (ShPP) requires confirmation whether this is to adopt a child, when the baby is due/child is due to arrive, the start and end date of the planned leave, your partner’s planned leave dates, whether you and your partner are employed by the same employed, the purpose of the leave and finally documents to prove the due date/adoption of the child

o Statutory Parental Bereavement Pay (SPBP) – in the event of the loss of a child, a parent is entitled to 2 weeks leave. This type of leave asks for the date of death and date the leave starts. The last day of leave will be automatically calculated and display in the End Date field. Documents to support the request for leave are also required.

• When all fields are filled and the proof is attached, click Submit • Once you have submitted a request for Statutory Leave, you will be

able to see previously claimed leave

• You can see the Contract for which leave was raised, the date is was

raised, the date leave is due to start, whether you’re eligible or not, the amount claimed (this will be confirmed after the company processes your claim) and the status of your leave

• Clicking the magnifying icon will allow you to see more details

32

• Clicking the green plus button in the bottom, right corner will allow

you to raise additional claims

33

10 Entitlements/Holiday Pay

This function will only be of use if you’ve chosen to have your holiday pay to be accrued to be paid out at a later date.

There are two options of holiday pay – Rolled-up and Accrued.

Rolled-up holiday pay is paid out with your hours. This means you receive more money up front, but the company paying you does not put any aside for when you take leave.

Accrued holiday pay means the company paying you puts your holiday pay to one side. You receive less money up front, but when you choose to take holiday your holiday pay can be paid out to you at your request.

• Click Entitlements

• At the top, any unclaimed holiday pay, claimed holiday pay and

holiday pay waiting to be paid out will be displayed • Any payments you received which entitled you to holiday pay will

be displayed here • The amount accrued for each payment is displayed in the amount

column

• The status will be displayed next to each entry on the right-hand

side

34

• To claim an amount, click the switch on the right-hand side

• A pop-up will ask you to confirm

• If you click Yes, you will need to confirm the date you would like

your holiday pay paid to you

35

• Click on the arrow and select the date from the calendar • Click Save • Once an amount is claimed, the switch will show green

• You can claim multiple amounts at the same time • The company processing your payroll will make payment of your

holiday pay on the next available working day

36

11 Expenses

The type of expenses you can claim will be decided by the nature of your assignment; whether you’re under supervision, direction or control (SDC), if your assignment is projected to last longer than 24 months or what your place of work will allow to be reimbursed.

This guide will cover an example of a Reimbursable Expense (one paid back to you by your agency) and a Business Expense (one offset against your tax liability).

The first few fields will be identical regardless of expense type.

• Click Expenses • Click Expenses Submission • Click Add New Expense

• Click on the arrow next to Employer • Select the relevant employment from the drop-down menu • Click on the arrow next to Assignment • Select the relevant assignment from the drop-down menu • Click on the arrow next to Expense Name • Select the type of expense from the drop-down menu

37

Reimbursable Expenses

• Click on the arrow next to the Expense Name field • Select the type of expense from the drop-down menu • This example will feature a Reimbursable Expense

• Click the radio key next to either the Single Use or Multiple Use to select whether the claim is for a single day or multiple days

• If Multiple Use, select the From and To dates by clicking the arrow and selecting the date on the calendar

• Click into the amount field and type the amount to claim

38

• VAT should calculate automatically, if due • Click on the arrow next to the Receipt Date • Select the date on the calendar • Click attach file and navigate to the copy of the receipt or

mileage log • Double click to Upload • Click into the Remarks field and type the reason the expense was

incurred

• Click Save to submit the claim • The claim will now display in the Expense Bank

Business Expenses

• Click on the arrow next to the Expense Name field • Select the type of expense from the drop-down menu

39

• This example will feature a Business Expense

• Click the radio key next to either the One Way or Return to select

whether the claim is for a single, one way trip or if you travelled back too.

• The journey undertaken will need a name – a reason for the journey should be typed in the Journey Name field e.g. Workplace to Client

• HMRC require a mileage log, so type the start postcode in the Journey From field

• Type the end postcode in the Journey To field • Click on the arrow next to Type of Vehicle and select the mode of

transport • Enter the mileage each way in the Distance field • Select whether the journey was undertaken more than once

using the Single Use and Multiple Use radio keys • If you select Multiple Use you will need to enter a To and From

date to cover the period over which the journeys took place • If VAT is applicable to the expense, the VAT Value will

automatically calculate • If the field remains blank, click into and type 0 • Receipt Date should be the date the journey was undertaken;

multiple journeys are being claimed, select the first date • If you wish to attach a mileage log or proof of mileage click the

Attach File button • Navigate to the file • Double click on the file • Click into the Remarks field and type the reason the expense was

incurred

40

41

• Click Save to submit the claim • The claim will now display in the Expense Bank

• Additional claims can be added by clicking the green + button in

the bottom right corner

42

12 Reports and Documents

Payslips, Pension communications, Attachment Orders and CIS Payment details can all be seen under the Reports section.

• Click Reports • Click Documents • You must then click on the type of document you wish to view

Payslips

• Click on Payslips • If any payments have been made to you, they will be displayed here

• Click on the magnifying glass next to the payslip you wish to view

43

• The payslip is comprised of two pages, click on the arrows at the

top to move between pages

• You can click the Download icon to save the payslip as a PDF to your Downloads folder

• Click the cross to close the Payslip