Frequently Asked Questions
Everything you need to know about working with Apex Compliance
Getting Started
What is an umbrella company?
An umbrella company employs contractors who work temporary assignments through recruitment agencies. We act as your employer, handling all payroll, tax, and National Insurance on your behalf while you work for various end clients.
How do I register with Apex Compliance?
Registration takes about 10 minutes online. You'll need photo ID, proof of address, National Insurance number, bank details, and P45 if applicable. Once submitted, we typically approve registrations within 24 hours.
Can I work for multiple agencies?
Yes, absolutely. Many contractors work for multiple agencies simultaneously. Simply provide us with timesheets from each agency, and we'll process them all together in your weekly payroll.
Is there a minimum contract period?
No. You can work on a single assignment or multiple assignments. Your employment with us continues between assignments.
What if I already have assignments lined up?
Perfect! Register with us first, then provide your agency with our details. We'll liaise with them to ensure a smooth transition to umbrella employment.
Payments & Payroll
When will I get paid?
Every Thursday by BACS transfer to your bank account, provided your timesheet is submitted by Tuesday 5pm.
How much are your fees?
We offer competitive monthly rates with complete transparency. All fees are clearly shown on your payslip with no hidden costs. Contact us for a personalized quote based on your circumstances.
What deductions will be taken from my pay?
From your gross pay, we deduct: Umbrella service fee, Employer's National Insurance (13.8%), Employee's National Insurance (12% or 2%), and Income Tax (based on your tax code). All deductions are itemized clearly on your payslip with full transparency.
Why is Employer's NI deducted from my pay?
As your employer, we must pay Employer's NI (13.8%) to HMRC on your earnings. This is a legal requirement for all UK employers. The money comes from your gross pay before your net salary is calculated. This is standard practice for all umbrella companies.
Will I receive payslips?
Yes, you'll receive a detailed payslip via email every week showing all earnings, deductions, tax, NI, and net pay. You'll also receive a P60 at the end of each tax year.
What if my timesheet is late?
Late timesheets (after Tuesday 5pm) will be processed the following week. To ensure Thursday payment, always submit by the deadline.
Tax & National Insurance
Do I need to complete a tax return?
Usually no. As an umbrella employee, your tax is paid through PAYE, so you don't normally need to complete a self-assessment tax return. However, if you have other income sources (rental income, self-employment, etc.), you may need to file a return.
What tax code will I be on?
Most contractors are on tax code 1257L (for 2024/25), which gives you the standard personal allowance of £12,570. If you have a P45, we'll use the tax code shown. Otherwise, we'll use an emergency tax code until HMRC confirms your correct code.
What if I'm on emergency tax?
If you start without a P45, you may be placed on emergency tax temporarily. Once HMRC confirms your tax code, we'll refund any overpaid tax in your next payroll. This usually happens within 4-6 weeks.
How is National Insurance calculated?
Employee NI is 12% on earnings between £12,570 and £50,270, then 2% on earnings above £50,270. Employer's NI is 13.8% on earnings above £9,100 annually (£175 weekly). Both are calculated automatically.
Can I reclaim overpaid tax?
Yes, if you've overpaid tax (e.g., due to emergency tax code), we'll process the refund once HMRC confirms your correct tax code. Refunds are included in your next regular payroll.
Expenses
What expenses can I claim?
You can claim expenses that are "wholly, exclusively, and necessarily" for business: Business mileage (45p per mile up to 10,000 miles), overnight accommodation, subsistence (meals) when away, PPE and safety equipment, and professional fees. Home-to-work travel is NOT claimable.
Do I need receipts for expenses?
Yes, all expense claims must be supported by valid receipts. This is an HMRC requirement. Mileage claims need fuel receipts as evidence of business travel.
When do I get my expenses paid?
Expenses are processed with your weekly payroll and paid on Thursday, provided you submit them with your timesheet by Tuesday 5pm.
Can I claim fuel costs?
Yes, through the HMRC mileage rate (45p per mile). This covers fuel, wear and tear, insurance, and vehicle costs. You cannot claim actual fuel costs on top of mileage rate.
Holiday & Benefits
How much holiday am I entitled to?
You're entitled to 5.6 weeks (28 days) of paid holiday per year. This is calculated as 12.07% of your hours worked and accrues with every payslip.
How do I take holiday?
Arrange time off with your agency/end client first, then notify us. We'll pay your accrued holiday pay for those days. You can also choose to have holiday pay rolled into each payslip if you prefer.
What insurance is included?
All contractors are covered by: Public Liability Insurance (£6 million), Employers' Liability Insurance (£10 million), and Professional Indemnity Insurance (£6 million). No additional cost.
Do I get pension contributions?
Yes, you're entitled to auto-enrolment pension when earnings thresholds are met. We'll enroll you automatically and both you and Apex will make contributions as required by law.
Leaving Apex
How do I leave?
Simply email [email protected] with 1 week's notice. We'll process your final payment including any outstanding holiday pay and issue your P45 within 7 days.
Can I re-join after leaving?
Yes, you can re-register at any time. Your previous records will still be on file, making the process quicker.
What happens to my holiday pay when I leave?
All accrued but untaken holiday pay is paid in your final payment. You'll receive full payment for any days you've accrued.