Common use of INVOICING AND PAYMENT REQUIREMENTS – MANAGED SERVICE PROVIDER Clause in Contracts

INVOICING AND PAYMENT REQUIREMENTS – MANAGED SERVICE PROVIDER. 15.1 It is envisaged that most Customers will require a single consolidated invoice, although some may require a small number (e.g. 3 or 4) of departmental invoices. Invoices are to be submitted in arrears on a weekly basis (unless otherwise agreed with the Customer). The Managed Service Provider must ensure that invoices are raised without delay, enabling Agencies to be paid promptly. 15.2 Payments will be made by BACS. 15.3 Invoices shall be supported by detailed electronic information in a format as agreed with the Customer to enable internal charging to relevant budget holders. This is likely to include:- • Order reference number • Job title • Hours worked; regular hours, overtime hours (including night shifts), double time hours and total hours • Unique work record per individual not per assignment • Total hourly / daily rate • Hourly / daily pay rate to Temporary Agency Worker • National Insurance contributions • Working Time Regulations • Value Added Tax • Agency Commission (Agency Fee) • Managed Service Provider Commission (Booking fee) • Department and/ or Section • Cost Centre Code and if required Hiring Manager • Name of individual that the Temporary Agency Worker reports to • Date timesheet submitted and approved • Name of Hiring Manager timesheet approved by. This detailed electronic information is to be presented in a format prescribed by the Customer in order to allow immediate uploading onto the Customer’s financial system. 15.4 In support of the invoice the Managed Service Provider shall provide each Agency with a timesheet (electronic where required by the Customer) that must be used by all Temporary Agency Workers. Timesheets must indicate that all breaks are unpaid and must not be added to hours worked. 15.5 Completed timesheets shall be submitted electronically (either by the Temporary Agency Worker or the Managed Service Provider) to the Hiring Manager for authorisation. The Managed Service Provider should provide the Contract Manager with an exception report of unauthorised timesheets, ideally accessible with real-time information, but at a minimum on a weekly basis. 15.6 Where the Customer has implemented an internal policy restricting the number of hours a Temporary Agency Worker can work, the Managed Service Provider will ensure that this restriction is reflected in the invoicing and payment to Agencies. Allowance for time off in lieu may also be required by some Customers. 15.7 The Managed Service Provider shall only process timesheets that have been authorised by the appropriate Hiring Manager. In the event that a Hiring Manager refuses to certify a timesheet the Managed Service Provider shall be notified within two (2) Working Days and resolve with the Hiring Manager in the first instance. If further resolution is required the incident should be referred to the Contract Manager. 15.8 The Customer will advise the Managed Service Provider if auto-approval of timesheets is required for their Contract prior to commencement of the Contract. As a rule, the default position will be that timesheets are not approved automatically. 15.9 Should there be a dispute regarding hours worked, the hourly rate, statutory contributions or the commission claimed by the Managed Service Provider in respect of an Temporary Agency Worker, the Customer reserves the right to withhold payment of the sum in dispute until such time as the matter can be resolved. The Managed Service Provider will ensure that the consolidated invoice does not include such amounts so as not to delay payment of the remaining authorised sums. 15.10 Some Customers may have or at some point in the future wish to explore the feasibility of integrating the Purchase-To-Pay processes associated with engaging Temporary Agency Workers with the e- Procurement solution that they plan to implement during the lifetime of the contract. Should this be the case, the Managed Service Provider shall work with the Customer to agree, test and implement a solution. 15.11 The Managed Service Provider is required to ensure fair and agreed payment terms are in place for all (Tiered) Agencies i.e. terms that do not allow payment to Agencies to be delayed beyond ten (10) Working Days after the Managed Service Provider has been paid and that in total, in any event, payment takes no longer than thirty (30) days from submission of an undisputed invoice. 15.12 Where the Customer has agreed shorter payment terms in order to meet policy obligations or to support their suppliers, the benefit of this must also be reflected through the supply chain to the Tiered Agencies. 15.13 The Managed Service Provider is required to ensure agreed payment terms are in place for all Temporary Agency Workers i.e. no more than fourteen (14) days from submission of a timesheet. 15.14 The cost model proposed by the Managed Service Provider is required to be financially transparent, particularly in relation to: • Pay rate • National insurance • WTD • National insurance on holiday pay • Agency fee • Total amount paid to the Agency • Managed Service Provider transaction charge • Total charge to the Customer • Temporary Agency Worker’s status in terms of whether they are PAYE or a Ltd Company also needs to be stated. The aim of the Managed Service Provider providing this breakdown is to provide Customers with overall clarity of what costs are built up from.

INVOICING AND PAYMENT REQUIREMENTS – MANAGED SERVICE PROVIDER. 15.1 9.1 It is envisaged that most Customers will require a single consolidated invoice, although some may require a small number (e.g. 3 or 4) of departmental invoices. Invoices are to be submitted in arrears on a weekly basis (unless otherwise agreed with the Customer). The Managed Service Provider must ensure that invoices are raised without delay, enabling Agencies to be paid promptly. 15.2 9.2 Payments will be made by BACS. 15.3 9.3 Invoices shall be supported by detailed electronic information in a format as agreed with the Customer to enable internal charging to relevant budget holders. This is likely to include:- include: • Order reference number • Job title • Hours worked; regular hours, overtime hours (including night shifts), double time hours and total hours • Unique work record per individual not per assignment • Total hourly / daily rate • Hourly / daily pay rate to Temporary Agency Worker • National Insurance contributions • Working Time Regulations • Value Added Tax • Agency Commission (Agency Fee) • Managed Service Provider Commission (Booking fee) • Department and/ or Section • Cost Centre Code and if required Hiring Manager • Name of individual that the Temporary Agency Worker reports to • Date timesheet submitted and approved • Name of Hiring Manager timesheet approved by. by This detailed electronic information is to be presented in a format prescribed by the Customer in order to allow immediate uploading onto the Customer’s financial system. 15.4 9.4 In support of the invoice the Managed Service Provider shall provide each Agency with a timesheet (electronic where required by the Customer) that must be used by all Temporary Agency Workers. Timesheets must indicate that all breaks are unpaid and must not be added to hours worked. 15.5 9.5 Completed timesheets shall be submitted electronically (either by the Temporary Agency Worker or the Managed Service Provider) to the Hiring Manager for authorisation. The Managed Service Provider should provide the Contract Manager with an exception report of unauthorised timesheets, ideally accessible with real-time information, but at a minimum on a weekly basis. 15.6 9.6 Where the Customer has implemented an internal policy restricting the number of hours a Temporary Agency Worker can work, the Managed Service Provider will ensure that this restriction is reflected in the invoicing and payment to Agencies. Allowance for time off in lieu may also be required by some Customers. 15.7 9.7 The Managed Service Provider shall only process timesheets that have been authorised by the appropriate Hiring Manager. In the event that a Hiring Manager refuses to certify a timesheet the Managed Service Provider shall be notified within two (2) Working Days and resolve with the Hiring Manager in the first instance. If further resolution is required the incident should be referred to the Contract Manager. 15.8 9.8 The Customer will advise the Managed Service Provider if auto-approval of timesheets is required for their Contract prior to commencement of the Contract. As a rule, the default position will be that timesheets are not approved automatically. 15.9 9.9 Should there be a dispute regarding hours worked, the hourly rate, statutory contributions or the commission claimed by the Managed Service Provider in respect of an Temporary Agency Worker, the Customer reserves the right to withhold payment of the sum in dispute until such time as the matter can be resolved. The Managed Service Provider will ensure that the consolidated invoice does not include such amounts so as not to delay payment of the remaining authorised sums. 15.10 9.10 Some Customers may have or at some point in the future wish to explore the feasibility of integrating the Purchase-To-Pay processes associated with engaging Temporary Agency Workers with the e- Procurement solution that they plan to implement during the lifetime of the contract. Should this be the case, the Managed Service Provider shall work with the Customer to agree, test and implement a solution. 15.11 9.11 The Managed Service Provider is required to ensure fair and agreed payment terms are in place for all (Tiered) Agencies i.e. terms that do not allow payment to Agencies to be delayed beyond ten (10) Working Days after the Managed Service Provider has been paid and that in total, in any event, payment takes no longer than thirty (30) days from submission of an undisputed invoiceAgencies. 15.12 9.12 Where the Customer has agreed shorter payment terms in order to meet policy obligations or to support their suppliers, the benefit of this must also be reflected through the supply chain to the Tiered Agencies. 15.13 9.13 The Managed Service Provider is required to ensure agreed payment terms are in place for all Temporary Agency Workers i.e. no more than fourteen (14) days from submission of a timesheet. 15.14 9.14 The cost model proposed by the Managed Service Provider is required to be financially transparent, particularly in relation to: • Pay rate • National insurance • WTD • National insurance on holiday pay • Agency fee • Total amount paid to the Agency • Managed Service Provider transaction charge • Total charge to the Customer • Temporary Agency Worker’s status in terms of whether they are PAYE or a Ltd Company also needs to be stated. The aim of the Managed Service Provider providing this breakdown is to provide Customers with overall clarity of what costs are built up from.

INVOICING AND PAYMENT REQUIREMENTS – MANAGED SERVICE PROVIDER. 15.1 12.9.1 It is envisaged that most Customers will require a single consolidated invoice, although some may require a small number (e.g. 3 or 4) of departmental invoices. Invoices are to be submitted in arrears on a weekly basis (unless otherwise agreed with the Customer). The Managed Service Provider must ensure that invoices are raised without delay, enabling Agencies to be paid promptly. 15.2 12.9.2 Payments will be made by BACS. 15.3 12.9.3 Invoices shall be supported by detailed electronic information in a format as agreed with the Customer to enable internal charging to relevant budget holders. This is likely to include:- • Order reference number • Job title • Hours worked; regular hours, overtime hours (including night shifts), double time hours and total hours • Unique work record per individual not per assignment • Total hourly / daily rate • Hourly / daily pay rate to Temporary Agency Worker • National Insurance contributions • Working Time Regulations • Value Added Tax • Agency Commission (Agency Fee) • Managed Service Provider Commission (Booking fee) • Department and/ or Section • Cost Centre Code and if required Hiring Manager • Name of individual that the Temporary Agency Worker reports to • Date timesheet submitted and approved • Name of Hiring Manager timesheet approved by. by This detailed electronic information is to be presented in a format prescribed by the Customer in order to allow immediate uploading onto the Customer’s financial system. 15.4 12.9.4 In support of the invoice the Managed Service Provider shall provide each Agency with a timesheet (electronic where required by the Customer) that must be used by all Temporary Agency Workers. Timesheets must indicate that all breaks are unpaid and must not be added to hours worked. 15.5 12.9.5 Completed timesheets shall be submitted electronically (either by the Temporary Agency Worker or the Managed Service Provider) to the Hiring Manager for authorisation. The Managed Service Provider should provide the Contract Manager with an exception report of unauthorised timesheets, ideally accessible with real-time information, but at a minimum on a weekly basis. 15.6 12.9.6 Where the Customer has implemented an internal policy restricting the number of hours a Temporary Agency Worker can work, the Managed Service Provider will ensure that this restriction is reflected in the invoicing and payment to Agencies. Allowance for time off in lieu may also be required by some Customers. 15.7 12.9.7 The Managed Service Provider shall only process timesheets that have been authorised by the appropriate Hiring Manager. In the event that a Hiring Manager refuses to certify a timesheet the Managed Service Provider shall be notified within two (2) Working Days and resolve with the Hiring Manager in the first instance. If further resolution is required the incident should be referred to the Contract Manager. 15.8 12.9.8 The Customer will advise the Managed Service Provider if auto-approval of timesheets is required for their Contract prior to commencement of the Contract. As a rule, the default position will be that timesheets are not approved automatically. 15.9 12.9.9 Should there be a dispute regarding hours worked, the hourly rate, statutory contributions or the commission claimed by the Managed Service Provider in respect of an Temporary Agency Worker, the Customer reserves the right to withhold payment of the sum in dispute until such time as the matter can be resolved. The Managed Service Provider will ensure that the consolidated invoice does not include such amounts so as not to delay payment of the remaining authorised sums. 15.10 12.9.10 Some Customers may have or at some point in the future wish to explore the feasibility of integrating the Purchase-To-Pay processes associated with engaging Temporary Agency Workers with the e- Procurement solution that they plan to implement during the lifetime of the contract. Should this be the case, the Managed Service Provider shall work with the Customer to agree, test and implement a solution. 15.11 12.9.11 The Managed Service Provider is required to ensure fair and agreed payment terms are in place for all (Tiered) Agencies i.e. terms that do not allow payment to Agencies to be delayed beyond ten (10) Working Days after the Managed Service Provider has been paid and that in total, in any event, payment takes no longer than thirty (30) days from submission of an undisputed invoice. 15.12 Where the Customer has agreed shorter payment terms in order to meet policy obligations or to support their suppliers, the benefit of this must also be reflected through the supply chain to the Tiered Agencies. 15.13 The Managed Service Provider is required to ensure agreed payment terms are in place for all Temporary Agency Workers i.e. no more than fourteen (14) days from submission of a timesheet. 15.14 The cost model proposed by the Managed Service Provider is required to be financially transparent, particularly in relation to: • Pay rate • National insurance • WTD • National insurance on holiday pay • Agency fee • Total amount paid to the Agency • Managed Service Provider transaction charge • Total charge to the Customer • Temporary Agency Worker’s status in terms of whether they are PAYE or a Ltd Company also needs to be stated. The aim of the Managed Service Provider providing this breakdown is to provide Customers with overall clarity of what costs are built up from.ten