Medacs Healthcare

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As a Medacs Healthcare agency nurse, you’re bound to have questions surrounding payment. We strive to offer you the best service possible and resolve any queries you have regarding the ways in which we work.

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If your question does not appear on this page, please check our Agency Nursing Pay Rates and Payment Guide or contact our Medacs Global Group Finance Teams by calling +44 (0) 1756 702 226 or 0845 340 876 and select one of the following options:

  • Option 1 - Finance Compliance (umbrella or limited company queries)
  • Option 2 - Finance Candidate Care (candidate pay queries)
  • Option 3 - Payroll (tax or holiday pay queries)

What payment options does Medacs Healthcare accept?

At Medacs Healthcare, we are able to provide payment via:

  • PAYE (Pay As You Earn) - PAYE method is accepted by Medacs Healthcare and all trusts and health boards
  • Umbrella - Certain umbrella companies (subject to meeting our audit criteria) are accepted as a payment option by Medacs Healthcare, however, not all trusts and health boards accept this employment status 
  • Limited company - Personal Service companies are accepted as a payment method by Medacs Healthcare, however, not all trusts and health boards accept this employment status

I have completed a job; when can I expect to be paid?

When you get paid depends on a number of factors. These include where in the UK you worked, the payment option you’ve chosen (PAYE, umbrella or PSC), whether you have submitted a correctly completed timesheet and whether you prefer to receive your payslips electronically or in paper format. For further information, please select one of the scenarios below.

I am a PAYE nurse, when will I get paid?

For nurses working in England and Wales

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Get paid next working day – based on receiving an electronic payslip or get paid in an average of three working days via BACS if paper payslips are preferred
  • Payslip - Access your electronic payslip (and other payment documents) by logging in to your secure candidate portal

For nurses working in Scotland

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Get paid within three working days via BACS
  • Payslip - Access your electronic payslip (and other payment documents) by logging in to your secure candidate portal

I want to be paid via an umbrella company; when will I get paid? 

For nurses working in England and Wales

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Payment will be made to your Umbrella company the next working day
  • Payslip - Your Umbrella company should issue you with a payslip

For nurses working in Scotland

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Payment will be made to your Umbrella company within three working days
  • Payslip - Your Umbrella company should issue you with a payslip

I want to be paid via a limited company; when will I get paid?

For nurses working in England and Wales

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Get paid next working day – based on agreeing to self-billing, submitting a valid VAT invoice or receiving an electronic payslip, or get paid in an average of three working days via BACS if paper payslips are preferred
  • Payslip - Access your electronic payslip (and other payment documents) by logging in to your secure candidate portal

For nurses working in Scotland

  • Timesheet - Submit your timesheet by 3pm via email to nursingtimesheets@medacs.com
  • Receipt - You will receive an email receipt confirming your submission
  • Payment - Get paid within three working days via BACS based on agreeing to self-billing or submitting a valid VAT invoice
  • Payslip - Access your electronic payslip (and other payment documents) by logging in to your secure candidate portal

Why have I been paid for fewer hours than I worked?

Occasionally, you may notice that your pay doesn’t match up to the number of hours that you have worked. This is often the result of mandatory breaks being deducted from your hours as per the trust’s breaks policy, the details of which will be detailed on your confirmation letter. Please speak to your consultant by calling 0800 442 207 should you wish to discuss the policies.

Why is my payment delayed?

The most common reason why our agency nurses do not receive their payment on time is down to submitting an incorrect or incomplete timesheet. Specifically, when the signature on the timesheet is not from an authorised signatory or the position of that person is not stated clearly on the timesheet.

Another timesheet related reason is when the timesheet received is of poor visual quality. To avoid future image quality issues, we recommend downloading a scanning app on your smartphone, like Adobe Mobile Scan, then:

  • Place your completed timesheet on a well-lit, flat surface
  • Open the app and select the camera
  • Position the camera directly above the timesheet (birds-eye view), choose black and white and take a picture of it ensuring the timesheet fills the screen
  • If necessary, crop the picture as close to the timesheet as possible
  • Email the picture to nursingtimesheets@medacs.com

Remember to check out our video guide to completing and submitting your timesheet for more information.

Other reasons for payment delays include:

  • Submitting limited company details
    • If you are working through your own limited company, it is vital that you provide us with the necessary company documents. Once received, we will issue you with a contract to sign and return.
  • Setting up with an umbrella company
    • If you are working through an umbrella company then you will need to provide us with a copy of your employment contract
  • Umbrella Processes
    • All umbrellas will also have their own controls and checks in place before they are able to make a payment to you. When working through an umbrella, we would recommend you fully understand their payroll process so you know when payment can be expected. We would suggest that you contact them in the first instance to find out if there are any specific issues that need to be resolved
  • Banking arrangements
    • As your earnings are paid directly into your bank account, it is essential that your bank details are correct and kept up to date

If you are experiencing a pay delay, you need to contact your consultant in the first instance via email or call 0800 442 207 during office hours. If your consultant is unavailable, ask to speak to their team leader. 

How do I submit my timesheet?

Getting paid on time and in full all starts with a correctly completed timesheet.

Check out our short video to completing and submitting your timesheet.

What should I do if I have not had my timesheet signed by the trust?

If possible, go back to the department for authorisation to be granted, otherwise email your timesheet to your consultant who may be able to assist.

How do I check if you've received my timesheet?

If you have attached a copy of your timesheet to an email and sent it to nursingtimesheets@medacs.com, you will receive a return email notifying you of receipt.

How can I view my payslip electronically?

Once fully registered with us, all Medacs Healthcare agency workers have their own secure candidate portal which gives you access to view your payslips and other payment documents, such as your P60.

I cannot access my candidate portal on the Medacs Healthcare website; what should I do?

If you have not been issued with your login details or you cannot access your account, please contact your recruitment consultant via email or call 0800 442 207 in the first instance.

If you simply cannot recall your login details you can reset it by:

  • Clicking the ‘Forgotten password’ link in the login area
  • You will be prompted to enter your username; if you can’t remember it, click the ‘Forgotten your username?’ link
  • You will then be prompted to submit your email address
  • Once you submit your username or email address, you should receive an email with instructions on how to reset your password
  • If you do not receive an email, check your email junk folder. Should the email not be in your junk folder, contact your consultant to check that the email address on your record is correct

For ongoing login issues, contact your recruitment consultant via email or call 0800 442 207. 

What is a P45?

Form P45 is issued when you stop working for an employer. The P45 shows the amount of tax you have paid so far in the tax year (6 April to 5 April). A P45 has four parts (Part 1, Part 1A, Part 2 and Part 3). Your employer sends details for Part 1 to HMRC and gives the other three parts to you. You should keep Part 1A for your own records and give Parts 2 and 3 to your new employer (or to Jobcentre Plus if you're not working). You can't get a replacement P45, so keep this in a safe place.

Why have I received a P45 from Medacs Healthcare?

If you haven’t worked with us in the last 12 weeks, a P45 will be issued to you and your payroll record will be closed from the date you were last paid. This is so that we maintain up to date records with HMRC. You will also receive a P45 if you notify your consultant that you wish to stop working with us.

Should you wish to continue working with Medacs Healthcare, you just need to contact your consultant and return the P45 to the Finance Compliance team via email.

What is a P60?

Form P60 is a summary of the amount of tax paid on your pay in the tax year (6 April to 5 April). If you are working for Medacs Healthcare on 5 April you will receive a P60, which can be sent to you on paper or accessed via your secure candidate portal electronically. You will receive a separate P60 for each of your jobs if you are entitled to receive one. You will need your P60 to prove how much tax you have paid, for example, if you wish to claim back overpaid tax, submit a tax return, apply for tax credits, as proof of income if you apply for a loan or mortgage. Keep your P60 in a safe place.

We must hold your current address to ensure your P60 and other important information reaches you, therefore please ensure Medacs Healthcare is informed as soon as a change of address occurs. 

How do I request a duplicate payslip, P45, P60?

Payslips, P60 documents and all information relating to payments are held digitally and can be found by logging in to your secure candidate portal on our website.

Should you require a copy of your P60 for a previous tax year, please contact the Finance Payroll Team stating the tax year for which the duplicate P60 is required and include your date of birth or National Insurance number on the email, which is required for verification and audit purposes. 

Should you require a copy of your P45, please contact the Finance Payroll Team stating the tax year for which the information is required and include your date of birth or National Insurance number on the email, which is required for verification and audit purposes. We are unable to provide a duplicate P45 in-line with HMRC guidance, but we can provide a statement of earnings. 

I want to be paid via my limited company; is this possible?

Should you wish to be paid via your Limited company (also known as a PSC), please contact the Finance Compliance Team via email or call +44 (0) 1756 702 226 or 0845 340 876 and select Option 1. You will then be asked to provide details of your Limited company. Once all your documents have been received and checked you will then be provided with a contract to sign and return which includes a self-bill agreement.

I want to be paid via a limited company and have been asked to provide an invoice; what information should I include?

You will need to provide a limited company invoice which matches each timesheet submitted for payment.

Medacs Healthcare does offer a service to create these invoices on behalf of your Limited company. This is known as self-billing. To take advantage of this service you will need to sign a self-bill agreement. Please contact the Finance Compliance Team via email or call +44 (0) 1756 702 226 or 0845 340 876 and select Option 1 for details.

Should you wish to create and submit your own limited company invoice, please note that your invoice should include:

  • The word 'invoice' clearly displayed on the document
  • Your business name and address
  • Your VAT number (if you are VAT registered)
  • Customer’s name or trading name, and address
  • Unique invoice number
  • Invoice Date
  • Description of the goods or services
  • The date the work was carried out
  • Quantity of each type of item
  • Price per item, excluding VAT
  • Rate of VAT charged per item (if applicable)
  • Total amount excluding VAT (if applicable)
  • Total amount of VAT (if applicable)
  • Total amount including VAT 

Do limited companies pay holiday pay?

If you work through your own limited company, claiming holiday pay may not be tax-efficient, especially if you are the sole employee. Directors are under no obligation to pay themselves holiday pay.

However, if more than one person operates through the limited company, the same statutory rights granted to directly hired workers would apply to those in non-director roles. These include 5.6 weeks of holiday and holiday pay.

How do I claim holiday pay through Medacs Healthcare?

When you want to book time off work, you must give your recruitment consultant the minimum notice as set out in your Terms of Engagement, but ideally, you will pass on the dates as soon as possible. Holiday pay entitlement may be claimed by PAYE workers only.

All requests should be made in writing to your consultant or via email, copying in your consultant. You can also email this address to find out how much holiday pay you have outstanding. For verification and auditing purposes, please include either your date of birth or National Insurance number on your request.

Once we receive your holiday pay request, your claim will be processed accordingly.

How is my holiday pay calculated?

Your holiday hours are calculated at a rate of 12.07% of the total hours you have worked. The holiday pay rate is based on an average of your pay rates from the previous 12 weeks. Your holiday year start date will be the date of your first paid shift.

So, for example, if you work a 12-hour shift one week, six the next and then 12 again the following two weeks, you will have built up an entitlement to approximately five hours of paid leave (42 x 12.07%).

All holiday pay must be claimed within one year and cannot be carried over to the following year. There is a three-month discretionary period to claim holiday pay after leaving.

How do I calculate my holiday entitlement?

To calculate your holiday entitlement, please click here.

Does Medacs Healthcare offer 'rolled-up' holiday pay?

Medacs Healthcare does not practice ‘rolled-up’ holiday pay as it is actually illegal. All Medacs Healthcare agency workers are encouraged to claim any holiday pay they are entitled to on an ongoing basis.

Do umbrella companies pay holiday pay?

If you work through an umbrella company, holiday pay for agency workers is mandatory. This is because you are an employee of the umbrella company, therefore, you are entitled to the same statutory rights as any other employed worker, meaning that you should receive 5.6 weeks of paid holiday every year.

What is Medacs Healthcare's policy on umbrella companies?

Selecting an umbrella company that is best suited to your needs, can be challenging. As a proud and recognised leader in compliance, Medacs Healthcare undertakes regular audits of all contracted umbrella companies. Should an umbrella company fail to meet our strict audit criteria, they will be placed on our ‘risk register’ and an exit strategy will be agreed, in line with our umbrella policy.

This continual process of constantly reviewing and auditing umbrella companies means our list of approved contractors/firms is subject to change. So, while Medacs Healthcare gladly offers our agency nurses the option to work through an umbrella company (as well as to stay as PAYE with us or to be paid via a PSC), we are unfortunately unable to recommend which umbrella company you should use.

Therefore, we strongly encourage you to perform thorough research and checks on any potential umbrella company. Once you have selected the umbrella you would like to work through, please contact our Finance Compliance Team via email paytypechange@medacsglobalgroup.com or telephone 01756 702 226 (select ‘Option 1’).

If your umbrella isn’t already approved to work with us, they will need to pass our audit criteria and sign our Umbrella contract. We will then need to see a copy of your employment contract with the umbrella.

Why doesn't Medacs Healthcare have a preferred supplier list (PSL) of umbrella companies?

Unfortunately, we are unable to recommend any umbrella company to you. Our Finance Compliance Team undertakes regular audits of all umbrella companies that we work with. Should an umbrella contractor fail to meet our audit criteria, then they will be placed on our risk register and an exit strategy will be agreed in-line with our umbrella policy. Because umbrella companies are constantly being reviewed and audited, this means that the list is subject to change. This, together with the changes in legislation and policy updates, could mean that we would place our candidates and our reputation at risk if we were to recommend and endorse a particular umbrella company.

Therefore, we suggest that you review the HMRC guidelines and seek independent advice when making your own enquiries with umbrella companies. Once you have done your own due diligence, please contact our Finance Compliance Team either by email or telephone 01756 702 226 - option 1.

I think I'm working under a non-reputable umbrella company, what should I do?

If you have concerns over your existing umbrella or one under which you have previously operated, we strongly urge you to contact HMRC for further guidance.

What is a Key Information Document?

A Key Information Document is a two-page document which provides you with details of how any deductions and fees may affect your pay.

This document is designed to help you understand what deductions will be made from your pay, helping you to decide which payment method suits your personal circumstances.

Medacs Healthcare will send you a KID when you first register. Should you ever want to change your method of payment, you will receive a KID relevant to your new payment method. 

When is the Key Information Document going to be introduced?

From 6 April 2020.

I'm already working for Medacs Healthcare; will you automatically issue me with a Key Information Document on April 6 2020?

No, a document is not required if you are engaged with Medacs Healthcare pre-April 2020. However, if you change your payment method with Medacs Healthcare, a KID will need to be sent before you start your assignment. 

What information does a Key Information Document include?

  • Basic information about your contract, example pay rates and pay arrangement
  • All statutory and non-statutory (umbrella margin/fee) deductions to be made to your pay
  • Any holiday entitlement and other non-monetary benefits you can expect to receive
  • An example statement to demonstrate the deductions that will be made and how these may affect your take-home pay - figures will be estimated and will not reflect the specific rate of pay that you will receive

The rate quoted on my Key Information Document is not my rate of pay; why is this?

The KID does not need to show the exact pay rate that you will receive. It will show an example pay rate. As an agency nurse, Medacs Healthcare has set this example pay rate as £15 per hour. This rate has been chosen to enable Medacs Healthcare to provide you with a working example of how any potential deductions and fees may affect the pay you receive.

It is important to remember that this is an example rate and will not be the rate you will be paid. 

I want to work through a specific umbrella; will I receive a Key Information Document specific for that umbrella?

Yes, the KID will show the fee that the umbrella will charge.

What happens if I want to change my payment method?

When your payment method is changed on our system, you will receive a KID relevant to your new method of payment. If you have chosen to work through a specific umbrella, you will receive a KID specific to that umbrella.

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