HAYS TIMESHEETS FAQS
Jobseeker FAQs Contents:
- Getting started
- Updating your personal details
- Viewing payments
- Holiday Pay
- Requesting a P45
- Reference Request
Employer FAQs Contents:
Job seeker FAQs:
Hays Connect is a system for workers and employers that enables timesheets to be submitted and authorised online. Hays Connect also allows you to:
- Maintain your bank details
- Review and update your personal details
- View your payment details
- Book your holiday
- Request a P45
- Access and print any manual forms you may require
When will I receive my Hays Connect registration?
This is normally sent 48 hours after your consultant has confirmed the start of your contract with the Finance Shared Service Centre.
Your Hays Connect registration link is contained within your payroll registration email from firstname.lastname@example.org with the subject ‘Welcome to Hays – Payroll Registration’.
Your welcome pack is attached to the email and contains any relevant payroll documents required. To activate your Hays Connect account use the ‘Register Now’ link contained in the email and follow the onscreen steps to complete registration as soon as you can after receiving this email.
To activate your account we’ll ask you to enter some details about yourself so we can correctly identify you. You will then be asked to set your own login ID and password. Finally you will be asked to choose a question and response that can be used if you ever forget your password in the future.
If you don’t receive the registration email within two days of starting your assignment, please contact your consultant in the first instance as they will be able to confirm whether your contract has been sent to the Shared Service Centre team, failing that you can also contact the Hays Service Centre on 0203 727 2977.
The link you emailed me doesn’t work. What should I do?
Please contact the Hays Service Centre on 0203 727 2977.
When I first try to log in, why am I being asked to enter my date of birth, postcode and National Insurance number?
Hays treat the security of its online processes as a key priority. When you first activate your Hays Connect account, it is important that we are able to correctly identify you. We do this by asking you to provide two out of three pieces of personal information mentioned above and validate these against the information that you have already supplied to your Hays Consultant.
I notice from the ‘Review of Personal Information’ that you do not have my National Insurance number. What should I do?
In the first instance please contact your consultant and they will be able to update your personal details on the record they hold for you. If you are not able to contact them please contact our Service Centre on 0203 727 2977 with your National Insurance number.
I also noticed that you do not have my bank account details. What should I do?
As part of the initial review of personal information you should enter your bank account details via the Hays Connect portal, so we can pay you by electronic transfer. This is the easiest, quickest and most secure way for you to receive your payments from Hays. Please note that if you work through your own limited company then you must enter your company’s bank account details rather than your own personal account details.
I am trying to enter my bank details using the sort code search function. I am being shown a bank address that does not match my branch. Why is this?
Many banks are consolidating their sort codes into one centralised location. This is the address you are being shown in the Hays Connect system. This is nothing to worry about as long as you are sure you entered the correct sort code for your account.
What about my tax details?
If you are a PAYE worker, please email a copy of your P45 to P45@hays.com. If you are a PAYE worker without a P45 then please complete and email a New Starter Checklist (P46) to P46@hays.com. The New Starter Checklist (P46) is contained in the welcome pack sent to you from email@example.com with the subject ‘Welcome to Hays – Payroll Registration’. Alternatively these can be found in the 'Forms and Documents' on your Hays Connect portal.
What do I do if I forget my password?
At the bottom of the login page there is a ‘Forgot Password?’ link. When you click on this you will be asked to validate your details. On successfully validating your details you will be sent an email with a link which will allow you to reset your password.
Entering time and expenses
How do I submit a timesheet?
Click on the ‘Submit Timesheets’ menu option, then the ‘Submit/Amend Timesheet’ link on the left-hand navigation menu. Choose your current assignment. The current week-ending date will automatically be displayed, ready for hours to be entered. If you wish to submit hours for a previous week-ending date, pick the appropriate date from the drop down menu at the top of the page. Then enter your hours / days as appropriate and select from the list of authorisers at the top of the screen whom you wish to submit your timesheet to. Then click ‘Submit’.
When do I submit a timesheet?
You should complete your timesheets weekly and ideally before Monday to allow time for timesheet authorisation and payment processing. Please note the timesheet needs to be authorised no later than 3pm on Tuesday.
How do I view my timesheets?
Click on the ‘Submit Timesheets’ menu option, then the ‘Historical Timesheet’ link on the left-hand navigation menu. You have the option of searching for previous timesheets based on the weekending date and / or employer that you worked for.
If you notice that you need to enter additional hours onto a timesheet after that timesheet has been submitted and authorised, you can simply go back into the original timesheet and create new rows for the extra hours that you want to add, using the ‘Insert Row’ function.
Please note that you will not be able to change the hours that have already been authorised, you will only be able to add additional hours by creating a new row.
My employer has rejected my timesheet. What should I do?
When the employer rejects your timesheet they are prompted to give an explanation for the rejection. You may need to discuss with your employer what changes to the timesheet are required.
There are two ways in which your employer can reject your timesheet:
i. Your employer can ‘Reject for Resubmission’ your timesheet – in this case you can simply change the original timesheet as necessary and click ‘Resubmit’.
ii. Your employer can ‘Reject’ your timesheet – in this case you will need to create and submit a new timesheet.
I have entered time for a day I did not work by mistake. How do I fix this?
If you know that your timesheet is waiting for approval, then simply ask your employer to reject the timesheet for resubmission and you can then make the necessary corrections to the timesheet and resubmit it for approval.
If your employer has already approved the timesheet, you will need to contact our service centre on 0203 727 2977.
My timesheet authoriser is on holiday. How do I get my timesheet approved?
Click on the ‘Submit Timesheets’ menu option, then the ‘Submit/Amend Timesheet’ link on the left-hand navigation menu. Choose your current assignment and select the timesheet in question. Towards the top of the screen you will see a list of potential authorisers for your timesheet, with a tick against the authoriser to whom the timesheet has been sent for approval.
To send your timesheet to a different approver, click in the box next to the person you wish to submit the timesheet to and click ‘Submit’.
I cannot see the week-ending date to enter my timesheet.
Please contact our Service Centre on 0203 727 2977.
There are days greyed out where I want to enter my time.
Please contact our Service Centre on 0203 727 2977.
How do I submit my expenses?
You can enter mileage online as part of your timesheet if you have an agreed mileage rate with your Hays consultant. Please ensure that you enter your business related journey details in the appropriate section (failure to do so may result in your payment being taxed). 'Mileage only' claims do not require receipts.
If you are set up to use paper timesheets then you should enter the mileage (as outlined above) on the timesheet that you send to us. All other expenses must be submitted by email to firstname.lastname@example.org using the Expense Form that you can access via the 'Forms and Documents' menu option within Hays Connect. Any expense claims other than mileage must be backed up with receipts for the sum claimed.
What do I do if I cannot see the company name for the timesheet I need to submit?
Please contact your Hays consultant.
What do I do if my employer does not receive their Hays Connect login?
Please ask your employer to contact their Hays Consultant.
What do I do if my employer cannot see my timesheet to authorise?
Firstly, you should check that you have correctly submitted your timesheet for authorisation.
You can do this by clicking on the ‘Submit Timesheets’ menu option and then the ‘Submit/Amend Timesheet’ link in the left-hand navigation menu. If you cannot find a record of the timesheet then you may have made an error and should therefore recreate and submit the timesheet.
If the timesheet is showing as ‘Awaiting Approval’ then you should check which Approver you have chosen to send the timesheet to. You can do this by clicking on ‘View Timesheet’. If you have submitted your timesheet to the wrong approver then simply click on the box next to the name of the employer you want to send your timesheet to and click ‘Submit’.
If your employer still cannot see your timesheet then you should ask them to contact their Hays Consultant.
Updating your personal details
What if I want to change my details?
It is important that we hold correct and up to date information in order to ensure fast and accurate payments and communications. When you first log in to activate your Hays Connect account, you will be prompted to review your personal details and make any amendments as necessary. You will also be asked to enter your bank account details if we do not already hold them.
After your initial review, you can use the ‘My Details’ menu option on the left-hand navigation menu to change or update your details.
How do I change my bank details?
Click on the ‘My Payments’ menu option, then the ‘Personal Bank Accounts’ link on the left-hand navigation menu. To change your account details you must first delete any existing account details already held in the system, enter the new details and click ‘Save’. If you are a limited company then you should always enter your business account details.
I have changed my bank details but my pay has not been credited in either my new or old account?
Please contact our service centre on 0203 727 2977.
How do I view my payments?
Click on the ‘My Payments’ menu option, then the ‘View Payments’ link on the left-hand navigation menu. You are then given the choice of seeing your most recent payments, all payments for the current tax year, or all payments within a specific time period that you can define.
I cannot see my payment for a certain week-ending date in the ‘My Payments’ menu.
Please contact our service centre on 0203 727 2977.
How do I make a claim for Holiday Pay?
Click on the ‘Manage Holidays’ menu option, then the ‘Holiday Booking’ link on the left-hand navigation menu. You will be taken to a screen with a calendar in which you can enter a holiday booking for any week day, provided that you have accrued sufficient holiday pay hours to meet your booking, and that you have not already been paid for the day that you are trying to claim as holiday. You can see your outstanding holiday pay accrual at the top right of this screen.
If you normally work at weekends and wish to claim holiday pay for a Saturday or Sunday then you should contact our service centre on 0203 727 2977.
If you have submitted a claim for SSP (Statutory Sick Pay), please contact the service centre before booking any holidays that coincide with the dates of your claim, to ensure that you do not invalidate your SSP claim.
How do I change or cancel a claim for Holiday Pay?
Click on the ‘Manage Holidays’ menu option, then the ‘Cancel/Amend Holiday Booking’ link on the left-hand navigation menu. There is also a link at the bottom of the ‘Holiday Booking’ page that will take you to the same page.
For any future dated holiday bookings that you have already made, you have the option of changing the dates that you have booked, or of cancelling the booking altogether, which will add the number of days that you are cancelling back to your outstanding holiday balance.
Here is everything you need to know about holidays.
Hays' holiday pay process is used to book holiday and administer payment for holidays that you take. It relates to PAYE and student workers only; if you are a limited company worker or are working through an umbrella company, you will receive your holiday pay through the limited company. The annual entitlement for holiday is pro-rated for part-time workers.
What's the benefit to me as a worker?
You will be paid when you are on holiday, and it's easy to book holidays in advance using Hays Connect. If you are unable to use Hays Connect, contact your consultant.
What does 'accrued' mean?
'Accrued' pay or holiday is pay or holiday that is ‘banked’, or accumulated.
Can I opt out of holiday pay?
No. This scheme has been introduced after a ruling made by the European Court of Justice and is now a legal requirement in the UK.
Holiday pay calculation and payment
The holiday pay rate is based on your average pay rate for the preceding 12 weeks worked at the time your holiday is paid.
Why is holiday pay being accrued from my overtime?
Temporary workers are considered to be self-employed, so they don't have standard hours. Working Time Regulations require Hays to include all hours you work when calculating your holiday entitlement and average rate of pay. Holiday pay is accrued on basic working hours and any overtime, but bonuses are excluded.
How do I check how much holiday I have accrued?
Your cumulative holiday entitlement, cumulative holiday paid to date and holiday balance are all displayed on your payslip.
Will Hays pay holiday pay without a holiday being taken?
Holiday pay can only be paid for holiday taken. The legislation does not allow holiday pay to be paid for any reason other than holiday.
Do I get paid on bank holidays? If I do, is this an automatic process?
Yes, if you have any holiday accrued. To claim your holiday entitlement on bank holidays you will need to log into Hays Connect. If you are unable to use our self service solution please call your consultant.
If I want to take a bank holiday off, how far in advance should I book it?
Taking bank holidays off is very popular, so book these holidays as early as possible.
Can I carry over holiday entitlement to the next holiday year?
Any holiday entitlement must be taken during the course of the holiday year in which it is accrued.
Can I be paid holiday if my holiday entitlement is not sufficient to cover the booked holiday period?
You are paid holiday to the value of your holiday entitlement. Holiday taken in excess of the entitlement is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned. If you are unable to use our self-service solution please contact Hays' Shared Service Centre on 0203 727 2977 to arrange payment.
When will I be paid my holiday pay?
Holiday pay is paid in the same way as normal worked days i.e. weekly in arrears. Should holiday and worked days occur in the same week and we receive your work timesheet is received in time, a single payslip will be produced which will show both pay types on one payslip.
Can I claim holiday pay at any point in an assignment?
Yes, but you can only be paid for holiday accrued, and it can only be paid if you do not work on the days booked.
If I have finished my assignment and do not start the next assignment immediately, do I need to request my P45 to claim my holiday entitlement?
No, the entitlement remains with you, and should you take on a further assignment your accrual will continue to accumulate. If you have a gap between assignments, we would suggest that you book this time as holiday.
How will I be paid my outstanding holiday entitlement, when I cease to work on Hays assignments?
If you leave, you should request your P45 through Hays Connect. If you are unable to use our self service solution contact Hays' Shared Service Centre on 0203 727 2977 to request your P45. Once your P45 is processed you will be paid your outstanding holiday entitlement.
If I am a student do I need to request a P45 when I finish work?
Yes, as a student you should complete the P45 request form on Hays Connect, which triggers the payout of any outstanding holiday entitlement. An actual P45 will only be issued, if as a student you have passed the appropriate tax threshold.
Who do I contact if I feel that my holiday pay is incorrect?
It is unlikely that the amount shown on the payslip is incorrect as it reflects your requested holiday booking, but if you do have a query, please contact Hays Shared Service Centre on 0203 727 2977.
Is the holiday accrued capped?
No, the accrual is based on the number of Working Time Regulation hours worked.
Is holiday pay taxed?
Yes, it is taxed when it is paid, not when it is deducted.
How to book holiday pay
Who do I contact if I want to book a holiday?
At least 2 weeks before you go on holiday, confirm with your employer that your holiday booking is convenient. You should then log onto Hays Connect to book your holiday. If you are unable to use our self service solution please call your consultant who will book your holiday for you.
Can I book holiday before I have accrued it?
Yes, you can book holidays in advance, but you will only be paid for hours accrued when the holiday claim is processed. Holiday taken in excess of the entitlement is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned.
Can I book holiday for the same day that I work?
Holiday can be booked for up to half a worked day (4 hours).
If I haven't accrued enough holiday, can I take unpaid leave?
Yes, any holiday taken for which there has not been enough holiday entitlement accrued is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned.
Can I book holidays on days that fall outside my normal work pattern e.g. Monday-Friday?
Days not normally worked cannot be booked as holiday. The legislation is aimed at ensuring workers take their holiday entitlement for health and safety reasons.
Can I request a holiday for Saturday or Sunday?
Holiday can only be booked against days that are normally worked. If you normally work on a Saturday or Sunday, then you will need to contact Hays Shared Service Centre on 0203 727 2977, who will book the holiday.
Can I take a half-day holiday?
You are allowed to book 4 hours holiday to reflect half a day’s holiday.
Can I cancel or amend holidays that are already booked?
Yes, you can by logging into Hays Connect, clicking on the 'Cancel / amend future booking' link at the bottom of the booking page and selecting either cancel or update. A future booking is a booking that is not in the current week or in the past.
Requesting a P45
How do I request a P45?
Request a P45 directly via your Hays Connect portal by clicking on the ‘My Payments’ menu option, then the ‘P45 Request’ link on the left-hand navigation menu. Remember, you should only request your P45 once you have finished your contract with Hays and have been paid for timesheets, expense and mileage claims. The request date should be the same as the last day worked. Alternatively, you can request a P45 by contacting our Service Centre on 0203 727 2977.
How do I request a Hays Reference?
Future employers requiring a reference from Hays can request this by email from UKTransOpsReferences@hays.com
Hays Connect is an online system for workers and employers through which timesheets can be submitted and authorised. In time we will look to add additional features and services that you can access via your Hays Connect portal.
When will I receive my Hays login?
Shortly after you are confirmed as a timesheet approver for one of your temporary workers we will send you an email containing your user ID, a temporary PIN and a link to the Hays Connect self-registration section. Use this link to activate your Hays Connect account as soon as you can after receiving this email. To activate your account you will be asked to enter and confirm your password. Your password can be anything you like, as long as it is a minimum of seven characters long and contains at least one number.
You will also be asked to choose a question and response. You will be asked this question and must provide the same answer if you ever forget your password in the future.
The link you emailed does not work. What should I do?
Please contact your Hays consultant for assistance.
What do I do if I forget my password?
At the bottom of the login page there is a ‘Forgot Password?’ link. Click on this and you will be prompted with the question that you set up when you first activated your Hays Connect account. On successfully answering the challenge question you will be sent an email with a new temporary password. Once you have logged into Hays Connect you should reset your password via the ‘My System Profile’ link on the left-hand navigation menu.
What if I lock my account or forget my security answer?
Please contact your consultant for assistance.
How do I approve a timesheet?
Choose the ‘Approve Time’ link from the left-hand navigation menu. You will then be shown a list of all timesheets that are awaiting your approval, with the total hours and mileage expenses (if applicable) for each timesheet. You can see the full details for any timesheet by using the ‘View Timecard’ function.
Put a tick in the ‘Select’ box for the timesheets you wish to approve and then click ‘Approve Selected’. Once you have approved a timesheet Hays will pay your worker and generate an invoice. Therefore you should check your timesheets carefully to ensure you are happy with what you are approving.
What should I do if I disagree with the hours that my worker has claimed?
You have the option to reject any of the timesheets that are sent to you for approval. To do this use the ‘View Timecard’ button to go into the detail of the timecard that you have issues with. You then have the option to either ‘Reject’ the timecard or ‘Reject for Resubmission’. In essence, both of these will return the timecard to your worker, but using ‘Reject for Resubmission’ enables you to add a reason for the rejection, along with comments explaining the changes you want the worker to make before you will approve their timecard.
When should I approve timesheets?
You should approve any timesheet submitted to you as soon as possible after you receive it, and certainly by midday Tuesday, in order to avoid any unnecessary delays in payment to your workers.
I approved a timesheet but now I’ve spotted an error in the hours / days claimed. How do I fix this?
It is important that you check all timesheets carefully as Hays will take your approval as authorisation to make a payment to your worker. However, if you spot an error on a timesheet that you have already authorised then you should immediately contact your Hays consultant.
I am going on holiday and need a colleague to authorise timesheets in my absence. How do I do this?
Choose the ‘Maintain Alternate Approvers’ option from the left-hand navigation menu. From here you can add any colleagues that you wish to grant permission to approve timesheets that are sent to you for authorisation. This permission can be indefinite or for a specific timeframe only. Please remember that anyone who you set up as an alternate approver will receive messages from Hays Connect by email, so you it is vital that you enter an accurate email address.
How do I add a PO number or cost code to a timesheet?
If your organisation requires PO numbers or cost code information in order to pay an invoice, you can add this detail onto your workers’ timesheets. To do this use the ‘View Timecard’ button to go into the details of the timecard that you want to amend. You will then see a tab labelled ‘Billing Elements’ and by clicking this you will open up the fields that will allow you to enter up to six different cost codes as well as a PO number. Once you have added this information and checked that you are happy with the time being claimed then click ‘Approve’ to authorise the timesheet.