Information for new and existing contractors

Introduction

It is the objective of Vertex IT Solutions to provide a service of consistently high quality to our Customers and to ensure compliance with applicable codes, standards and regulatory requirements. We wish to achieve consistent quality through honesty, high ethical standards and a systematic, disciplined approach by all staff in all activities associated with the customers’ requirements.

Vertex IT Solutions Code of Conduct
Nature of Assignment
We will do our utmost to give a detailed specification for each assignment. You should make every effort to understand the nature of the assignment, but please contact us should you run into any difficulties in fulfilling the assigned tasks.
Health & Safety
Please familiarise yourself with and strictly observe the particular health and safety rules and regulations applying within the work premises, this will include the observance of a non-smoking rule if relevant. Success in matters of safety in the workplace depends largely on good management at all levels; but it is also of extreme importance that all contractors and the Customer's employees recognise that every person has a positive duty to take reasonable care of themselves at work, and to have equal care for the health and safety of others who may be affected by what you do (or leave undone).
Dress Code
Please always dress in a manner appropriate to professional people, having regard to the Customer's wishes in this matter.
Use of Software
The loading or use of software not provided by the customer on the customers’ equipment is forbidden (other than with the express written authority of the responsible manager).
Reporting
The Company will advise the name and company to whom the contractor will report. Reporting requirement will be agreed at the outset of contract.

Before you start

Contracts
Please sign and return both copies and return to: -
Vertex IT Solutions Ltd., 3rd Floor, Imperial House, 21-25 North Street, Bromley, Kent, BR1 1SD
We cannot pay you without it!
Limited Company
Please return the Contractors Details Form to the address above office along with the signed copies of the contract. As you are operating as a Limited company please also enclose your Certificate of Incorporation and VAT Registration Certificate. NO PAYMENT CAN BE RELEASED TO YOU WITHOUT PRIOR APPROVAL, I.E. THE CLIENT SIGNATURE ON THE TIME SHEET.
As you are operating as a Limited Company we will need a copy of your Certificate of Incorporation and VAT Registration Certificate for our records before we can pay you.
Contractor Details Form
This form is very important as it gives us all the information that we need to pay you. Please note that we cannot pay funds due to a Limited Company into a personal bank account. Please take a few minutes to complete it accurately remembering to advise us of a contact number in the event of an emergency, and forward to the address above.
Confidentiality
During your day-to-day work at the Customer site you may come into contact with either commercially sensitive information concerning new products or system development projects, which may give the Customer market advantage, or personal information relating directly to its customers. It is a condition of the company that our contractors will observe strict confidentiality with their work. Similarly contractual details and monetary agreements between the Customer and individuals will be held in strict confidence.
Your first day
On your first morning, you should give yourself enough time to allow for unforeseen travel delays. First impressions really do count!
The name to whom you should report to is shown on the contract; if for whatever reason that person is unavailable or has been delayed please call us from reception and we should be able to give you an alternative point of contact.
When you have been shown to your desk and have settled in, we would appreciate a phone call so we know your direct line and can call you from time to time to ensure that everything is satisfactory. We will also let you know who else in your area is a Vertex IT Solutions contractor, if any.

Vertex IT Solutions Contractor Payroll, Processes & Procedures
Where can I obtain a new Timesheet?
You can use the timesheet available here as a download

Faxing your timesheet/invoice:
As you may be aware, Vertex IT Solutions Ltd. are able to accept faxed timesheets/invoices to initiate payment. Please note that we will also need to receive the original timesheets and invoices via post. Please send them for the attention of the accounts department to: - 3rd Floor, Imperial House, 21-25 North Street, Bromley, Kent, BR1 1SD.
Please note that our fax number for timesheets/invoices is as follows: 020 8464 8001
N.B. Vertex operates monthly payment terms with 2 payment dates per month, unless different payment terms have been pre-agreed. (if you miss one payment run we will automatically place you on the next run) Details of the payment runs are listed on the payroll timetable appendix below. If you have any questions regarding this please call Victoria Welch in the accounts department on (020 8464 8043).

Payroll Timetable:
Vertex always aims to pay you on time, according with the payment runs. But to help us, please ensure you have faxed your timesheets and invoice to our office by 2.00pm on the Monday of the payment run week. We will not be able to guarantee payment for all timesheets and invoices received after this time.

Contract:
Renewal
We will contact you approximately between 3 and 4 weeks before the scheduled end of your contract to discuss this.
Progress Reviews
Initially we will contact you on a bi-weekly for a status up-date and to answer any questions you may have at that time. We will speak to your line manager on a monthly basis and feedback this conversation to you.
Useful contact points and telephone numbers
Issue Contact Point Telephone Number Invoicing/Payment etc. Victoria Welch / Accounts Department 020 8464 8058 General Enquiries Your Consultant 020 8464 8000
Your consultant will discuss with you how often you would like to be contacted as we recognise that you are a professional who wants to focus on the task for which the client has commissioned your services.

Please remember that we are here to help!!!!

PAYROLL
I would like to take this opportunity to confirm the following procedures for payments.
Our payment cycle is strictly monthly, and can only be varied by prior authorisation by Victoria Welch or Rob Stratford @ Vertex IT Solutions.
Signed timesheets should be faxed to us weekly on 020 8464 8001, invoices to be sent monthly.
The originals MUST be forwarded by post, however to speed the process up, the invoice and timesheets may be faxed to us prior to posting.
As long as the faxed copy or original invoice and timesheets are received by 2 P.M. ON THE TUESDAY OF A PAYMENT WEEK then funds should be available in your account for the payment date. These are the dates that funds will be transferred to the bank account of your Limited Company or Umbrella Company.

PLEASE NOTE :
THERE MAY BE A FURTHER DELAY IF YOUR COMPANY NEED TO TRANSFER FUNDS TO YOURSELF
Please Note: Invoices received after 2 P.M. or those that are not correct, i.e. without timesheets etc, will then be payable on the next payment date.

We will always try and ensure payments are made on the said date, however payments may unfortunately be delayed as a result of Bank Holidays or other circumstances beyond our control.

Additionally, Invoicing and Payments in currencies other than sterling may be subject to payment or exchange delays of up to 5 working days.