Contractor Onboarding at Boots
Congratulations on securing your new contract!
This guide will support you as you set up your new contract with Rethink and Boots.
Contractor Onboarding Guide
This guide will support you as you set up your new contract with Rethink and Boots
Boots and Rethink have a longstanding strategic partnership. Since 2010, Rethink have been a trusted partner of Boots and in 2015 were awarded the Contractor Managed Service Programme (MSP), extending Rethink's existing Talent Acquisition Agreement to cover non-permanent hires. In 2020, we implemented the “white collar MSP” supporting all white collar non-permanent hires across Boots. Since then both Boots and the contractors we engage have seen some key benefits of the programme:
Rethink Contractor Community:
As a Rethink contractor. You are invited to opt-into the Rethink contractor community, opening up opportunities across Boots and our customer portfolio
Contractor wellbeing programme:
Add paragraph text. Click “Edit Text” to update the font, size and more. To change and reuse text themes, go to Site Styles.
Streamlined payment & selfbill invoicing:
Working through the Rethink MSP means you don’t have to send and chase invoices for you to be paid. We manage this with Boots along with POs and timesheet approvals
Timesheet efficiency:
We manage all timesheets through Evertime, capturing all days worked. Approvals, supporting notes, expenses and remittances
The Compliance:
We work to keep our contractor and customers safe. We track change in labour legislation, governance and compliance standards to ensure we are always working compliantly and de-risking your engagement with our customer. We carry out regular audits, right to work checks and have minimum standards for things such as professional indemnity insurance
Let's get started...
How will you be engaged?
You will receive an invite to register on our platform, swipejobs. This is where you upload your documents
We will need the below from you:
-
NI Number
-
Share code (if applicable) - https://www.gov.uk/prove-right-to-work
-
Proof of address – Driving Licence or Utility Bill
-
Ltd Company Certificate
-
VAT Certificate (if registered)
-
Public Liability Cover at £1m and Professional Indemnity Cover at £1m (further info in Insurances section)
-
Ltd Company Bank details – Screenshot of Banking App or Copy of Statement
Confirmation that you would like to Opt-Out of EAA Regulations (further info in EAA regulations section)
-
You will receive an invite to register on our platform, swipejobs. This is where you upload your documents
We will need the below from you:
-
Confirmation of registration of Umbrella company
-
NI Number
-
Share code (if applicable) - https://www.gov.uk/prove-right-to-work
-
Proof of Address – Driving Licence or Utility Bill
-
Bank details - Screenshot of Banking App or Copy of Statement
Confirmation that you would like to Opt-Out of EAA Regulations (further info in EAA regulations
-
You will receive an invite to register on our platform, swipejobs. This is where you upload your documents
-
NI number
-
Proof of Right to work (submitted via Referoo)
-
Share code (if applicable) - https://www.gov.uk/prove-right-to-work
Confirmation that you would like to Opt-Out of EAA Regulations (further info in EAA regulations section)
-
You will receive an invite to register on our platform, swipejobs. This is where you upload your documents
We will need the below from you:
-
NI Number
-
Right to work - via Referoo
-
Share code (if applicable) - https://www.gov.uk/prove-right-to-work
-
Public Liability Cover at £1m and Professional Indemnity Cover at £1m (further info in Insurances section)
-
Proof of bank details
Confirmation that you would like to Opt-Out or Opt-In of EAA Regulations (further info in EAA regulations
-
IR35
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.
Insurances
At Rethink Group we ask all of our limited company, Appendix 1 and LP10 workers to be appropriately insured to work. If you are engaged via an umbrella payroll provider, or as a PAYE temp, you do not need to obtain insurance.
Limited company, Appendix 1 and LP10 workers
Rethink require contractors to secure no less than £1,000,000 Professional Indemnity insurance and £1,000,000 Public Liability insurance. If the insurance is not in place, you can contact Kingsbridge, our preferred insurance partner for a quote today
Why do I need insurance?
Add a Title
Insurance is essential because if any part of your work leads to damage, an accident, or an injury, you could be held financially responsible. Without insurance, even a single claim may become extremely costly.
Add a Title
Similarly, if you provide advice or complete work for a client that results in financial loss, they may choose to pursue a claim against you. In situations like these, the right insurance policy can be the difference between a manageable issue and a serious threat to your business.
Add a Title
To safeguard your financial security, and to meet your client’s requirements, all of our limited company contractors must have appropriate insurance in place at all times. It’s a simple step that ensures you’re protected and positioned to continue doing what you do best.
Now to check your Right to work
Preparing to start your Right To Work check
Rethink partner Referoo as our digital Right To Work checker in compliance with XXXX legislation and use their tool. Hooyu to validate all RTW documentS.
You will be required to provide specific documentation to complete your check with the Hooyu. If possible, have the documents on hand, such as your:
Passport
Drivers licence
Share code
Passport
Completing the check
On the My Details page, you will be asked to confirm in your details are correct. Please ensure that the details below are all spelt EXACTLY as they are on your passport.
-
First Name
-
Last Name
-
Address
-
Town
-
County
-
Postcode
If you have a UK or Irish passport tick the box; otherwise if you have a UK Government Share Code, please enter it now.
-
Click Confirm Your Details
You will then be taken to a Referoo page in Hooyu. At this point, you will need to agree to the privacy policy.
If you do not agree, click Don't Agree, after which you will be prompted to provide a short note. After submitting this if you decide you do want to complete a check, you will need to reach out to your recruiter/hiring manager and they will be able to organise this for you.
If you agree you will be taken to the next steps.
To complete the check, you should have a link inviting you to complete the check in your inbox. This will be from XXXX Follow the link provided to you via SMS or email to your Candidate Dashboard.
You will be prompted to complete 2 checks:
-
Liveliness check
-
Passport check
The liveness check will use your camera on your computer/phone and take about 10 seconds to upload.
To do this component, please make sure:
-
permissions are enabled to access the camera.
-
no other applications are using the camera at this time, as they may prevent them from being accessed.
The passport check will require you to upload a photo of your passport. This will take about 1 minute to upload, scan and approve.
Once completed you will be taken back to Referoo and the process is complete. You may then continue entering your nominated references as required, or close the page if complete.
How to submit timesheets and notes
At Rethink, we operate through a self-bill system (timesheet).
Add paragraph text. Click “Edit Text” to update the font, size and more. To change and reuse text themes, go to Site Styles.
*Timesheets that require submission will be listed showing the week ending date. Once you know the timesheet you are going to complete Click New on the relevant one.
In the notes section add project and date of work completed
a) If on a Daily Rate Enter days as unit 1 = Worked, 0 = Not worked, Half Day = 0.5
b) If on an Hourly Rate then state how many hours worked between 0-24
NB: If you are eligible for overtime or on call etc. and this is not shown to claim please contact your Account Manager so that they can update the system for you to complete.
You have now completed your timesheet. It will now be forwarded onto your Line Manager. You will receive an email once it has been approved.
NOTE:PAYE coaches will NOT use Evertime to submit timesheets
How to submit expenses
Step 1
In Evertime, Open the relevant week that you are claiming expense for and complete your timesheet as normal.
Step 2
Enter your expense value under Amount.
Step 3
Upload receipts by pressing the CHOOSE FILE button in the bottom right of the screen.
Step 4
Receipts can only be images, such has tiff, jpeg, png
Step 5
The upload function will not accept word/excel or pdf files
Step 6
You can upload as many images as you need
Step 7
Please make sure that the total value of receipts match the amount you are claiming.
Step 8
Please ensure that the amount does not contain symbols (i.e. £)
EAA Regulations
The EAA regulations are a set of regulations is in place to protect the best interests of the candidate, as well as the interests of the hirer. These regulations ensure that Recruitment Companies operate ethically and lawfully.
In order to allow for workers to decide if they want to be covered by this set of regulations, an opt-out option was created.
You can decide to opt-in at any point, even after opting out.
If you would like to be engaged via your Personal Services Company, then you will need to opt out of these regulations.
Link to government legislation
Pay Schedule
Add paragraph text. Click “Edit Text” to update the font, size and more. To change and reuse text themes, go to Site Styles.