Limited Companies, VAT and CIS

If you intend offering your services via a limited company:

• You must have in your possession a countersigned Terms of Assignment of Consultants via a Limited Company Contractor (HSR20)
• At the beginning of your first assignment with Hays, the Accounts Department must receive
  - A copy of the Certificate of Incorporation issued by the registrar of companies
  - A copy of the VAT registration certificate (if applicable)
  - Proof that the contractor/worker is a Director of the company , by means of a current appointments report from Companies House before any payments can be made.
• The bank account must be in the name of the limited company and must be a UK bank account
• NB: For limited companies which are not VAT registered, an invoice number is not a legal requirement, but it is the policy of Hays Services that an invoice number is quoted, as this is best accounting practice
• We are only able to pay through Limited Companies who are registered in the U.K, and they must have U.K bank accounts
• We are not able to pay overseas Limited Companies, nor can we send money to a U.K. company through an overseas bank account. This is not a legal requirement, but it is strict company policy
• (UK = England, Wales, Scotland, Northern Ireland. For VAT purposes only, the Isle of Man is considered to be a part of the UK)
• The invoice must match the timesheet

An invoice from the company must be submitted with each timesheet, and must contain the following: 

1. Invoice Number
2. Name and address of supplier (i.e. Limited Company)
3. Name and address of customer
4. Week Ending date
5. A breakdown of hours and rates (to include any overtime rates)  
6. The total amount
7. If VAT registered, the VAT registration number must be on the invoice (otherwise it is not a VAT invoice)
8. The VAT rate applied (i.e. 17.5%) 
9. The VAT amount
10. The date that the invoice was generated

Click here for a sample invoice. 

Where Hays act as Agent (i.e. the HPPS VAT efficient arrangement), the invoice must be billed to the Client name as follows:  

Non HPPS Clients

Hays Specialist Recruitment Ltd
St Georges Square
High Street
New Malden
KT3 4JQ

HPPS Clients

Client name (e.g. piggybank plc)
c/o Hays Specialist Recruitment Ltd
St Georges Square
High Street
New Malden
KT3 4JQ

CIS Holders

If you / your company require to be paid through CIS you must provide us with a UTR/ CTR number at the beginning of your first assignment.