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CC VIRTUAL BOOKKEEPING

 

Services Schedule

 

RAISING & SENDING INVOICES
Introduction
The following schedule sets out our respective responsibilities for work undertaken in respect of the raising and sending invoices for your entity


Your Responsibilities
You are also responsible for providing to me the following information to enable the speedy issue of invoices:

 

  • Client details:

Name and reference number for existing clients
New client details for new clients in the agreed format

  • Details of the goods or services

  • Fee or price


My Responsibilities
I will:

  • Prepare the invoices from the information provided

  • Send the invoice to the client via email or post as agreed

  • Provide you with a list of invoices issued as agreed.

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CREDIT CONTROL
Introduction
The following schedule sets out our respective responsibilities for work undertaken in respect of credit control for your entity


Your Responsibilities
You are responsible for providing to me the following information to enable effective credit control:

  • Details of any complaints received from clients

  • Details of any alternative payment terms agreed with clients


My Responsibilities
I will:

  • Prepare and send statements at the end of the month

  • Contact the client via letter or email when payment has not been received by the due date

  • Contact client via phone where there has been no response from the client within the agreed period.

  • Contact you to agree further action on delinquent debtors including:

Agreeing payment plans
Placing businesses on stop
Initiating legal action for recovery of debts

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HOW MANY BILLS & RECEIPTS NEED CHECKING IN HUBDOC AND
POSTING TO XERO?
Introduction
The following schedule sets out our respective responsibilities for work undertaken in respect of checking and posting
purchase invoices for your entity


Your Responsibilities
You are responsible for providing to me the following information:

  • Details of any delivery notes or purchase orders

  • Invoices received by the entity


My Responsibilities
I will:

  • Check the invoices to delivery notes or purchase orders

  • Provide a list of queries for invoices where there are no delivery notes, purchase orders or other record of approval

  • Post the invoices in to the entity’s accounting system

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SUPPLIER PAYMENTS & RELATIONS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of supplier payments and relations for your entity

 

Your Responsibilities

You are responsible for providing to me the following information:

Approval of the payment schedule prepared by me

Details of any complaints or queries requiring action

​

My Responsibilities

I will:

  • Prepare a list of payments due for approval

  • On receipt of approval:

prepare the BACs schedules

submit the payment instructions via BACs or Telepay

  • Correspond with suppliers on your behalf in respect of any complaints or queries

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BANK RECONCILIATION

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of preparation of bank reconciliations for your entity

 

Your Responsibilities

You are responsible for providing to me the following information:

  • Access to your online banking or copies of the relevant bank statements on a weekly or monthly basis as agreed

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My Responsibilities

I will:

  • Prepare bank reconciliations of all accounts on a weekly or monthly basis as agreed

  • Provide you with copies of the reconciliations confirming details of receipts and payments that have not yet cleared and any unidentified transactions and errors

  • Suggest actions in respect of any old reconciling items

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XERO SUPPORT

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of xero support for your entity

 

Your Responsibilities

You are responsible for:

  • Contacting me on a timely basis when you have queries or issues with the use of Xero

 

My Responsibilities

I will:

  • Contact you within 5 working days of receipt of any query unless specified in the service level options.

  • Liaise with you to resolve the problem and provide guidance on how to ensure the problem does not happen again

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COMPANY FORMATION

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the formation of your company.

 

Your Responsibilities

To enable me to carry out my work you agree to provide the following details:

  • Names, addresses and dates of birth of all directors and officers;

  • Names, addresses, date of birth and share allocations for each agreed class of shares for all shareholders;

  • Proposed name of the company;

  • Registered office address;

  • Proposed year end

  • Standard Industrial Classification (SIC) code(s) to describe the nature of your company’s trading activities.

 

My Responsibilities

I will arrange for the incorporation of the company and the provision of the related statutory documentation

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USE OF OUR OFFICE AS YOUR COMPANY REGISTERED OFFICE

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the provision of registered office services for your entity

 

Your Responsibilities

To enable me to carry out my work you agree:

  • to ensure that the registered office address is included correctly on all business communications as required by law.

 

My Responsibilities

I will display the company details at the registered office as required.

I will forward any documents addressed to the registered office within 5 working days to the agreed address

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ANNUAL ACCOUNTS & CORPORATION TAX RETURN

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of the nonaudited accounts and company tax return of your entity.

 

Your Responsibilities

Non-Audited Accounts

You are responsible for making available to me, as and when required, all the entity’s accounting records and all other relevant records and related information, including minutes of management and shareholders’ meetings.

You will also be responsible for:

  • Maintaining records of all receipts and payments of cash.

  • Maintaining records of invoices issued and received.

  • Reconciling balances with the bank statements.

  • Preparing details of the following (where applicable) at the period-end: stocks and work in progress; fixed assets; amounts owing to suppliers; amounts owing by customers; and accruals and prepayments.

 

Company Tax Return

You are also legally responsible for:

  • ensuring that the CTSA (Corporation Tax Self Assessment) return (including XBRL tags and iXBRL file) is correct and complete

  • filing or approve for filing any returns by the due date

  • paying tax on time.

Failure to do this may lead to penalties and/or interest.

Legal responsibility for approval of the return cannot be delegated to others. The nominated individual agrees to check that the forms that we have prepared for you are complete before they approve them.

To enable me to carry out my work, you agree:

  • that all returns are to be made on the basis of full disclosure of all sources of income, charges, allowances and capital transactions

  • to provide full information necessary for dealing with the company’s affairs; I will rely on the information and documents being true, correct and complete and will not audit the information or those documents

  • to authorise me to approach such third parties as may be appropriate for information that I consider necessary to deal with the company’s affairs

  • to provide me with information in sufficient time for the company’s CTSA return to be completed and submitted by the due date/selected date following the end of the tax year. In order that I can do this, I need to receive all relevant information by the agreed date. Where feasible, I may agree to complete your return within a shorter period but may charge an additional fee for so doing

  • to provide information on matters affecting the company’s tax liability for the accounting period in respect of which instalments are due at least four weeks before the due date of each instalment. This information should include details of trading profits and other taxable activities up to the date the information is provided, together with estimates to the end of the accounting period

  • to provide me with information on advances or loans made to directors, shareholders or their associates during a accounting period, and any repayments made or write-offs authorised at the latest within three months of the end of the relevant accounting period.

You will keep me informed of material changes in circumstances that could affect the tax liabilities of the company. If the directors are unsure whether the change is material or not, please let me know so that I can assess its significance.

The work carried out within this engagement will be in respect of the company’s tax affairs. Any work to be carried out for the directors on a personal basis will be set out in a separate letter of engagement or schedule of service.

Where you wish me to deal with HMRC communications you will forward to me all communications received from HMRC. These must be provided in time to enable me to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because HMRC is not obliged to send me copies of all communications issued to you.

 

My Responsibilities

Non-Audited Accounts

I will not be carrying out any audit work as part of this assignment and accordingly will not verify the assets and liabilities of the company, nor the items of expenditure and income. To carry out an audit would entail additional work to comply with International Standards on Auditing (UK) so that I could report on the truth and fairness of the financial statements. I would also like to emphasise that I cannot undertake to discover any shortcomings in your systems or irregularities on the part of your employees.

If an audit of the accounts is required, you will need to notify me in writing. Should our work indicate that the entity is not entitled to exemption from an audit of the accounts, I will inform you. If I decide to undertake an audit assignment at your request, a separate engagement letter will be required.

I will attach to the accounts a report in line with the guidance issued by my professional body and the Consultative Committee of Accountancy Bodies (CCAB) which explains what work has been done by me, the professional requirements I have to fulfil and the standard to which the work has been carried out. You can obtain further information from my professional bodies website on:

  • The technical guidance for the work, and

  • The related ethical and other professional requirements.

To ensure that anyone reading the accounts is aware that I have not carried out an audit, I will refer to this in the report. The intended users of the report is the addressee (for example the directors).

Once I have issued my report I have no further direct responsibility in relation to the accounts for that financial year.

 

Company Tax Return

 

For the purpose of the delivery of the company’s tax return, I will use commercial software to apply XBRL tags to items in the accounts as I consider appropriate for the purposes of submission, for tax purposes, of the accounts in iXBRL via the Government Gateway.

I will, to the extent I consider necessary, manually amend or apply tags where the software has not applied automatic tagging or where I consider any automatic tagging to have been inappropriate.

I will provide you with copies of the iXBRL information, which will show the tagging applied, for your approval.

I will prepare the company’s corporate tax self-assessment (CTSA) return. After obtaining written evidence of the approval of the nominated director, I will submit it to HMRC.

I will prepare the corporation tax computation and supporting schedules required for preparation of the company tax return from accounts, information and explanations provided to me on your behalf.

I will tell you how much tax the company should pay and when. Where instructed by you, I will advise on the interest and penalty implications if corporation tax is paid late. Where taxable losses are involved, I will advise you of the options available and, where appropriate, I will initiate repayment claims.

I will inform you if instalment payments of corporation tax are due for an accounting period and the dates they are payable. I will calculate the quarterly instalments that should be made on the basis of information supplied by you by the date agreed.

I will advise you as to possible tax return-related claims and elections arising from information supplied by you. Where instructed by you, I will make such claims and elections in the form and manner required by HMRC. Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

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VAT RETURNS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the VAT preparation for your entity

 

Your Responsibilities

You are legally responsible for:

ensuring that your returns are correct and complete

filing or approving for filing any returns by the due date

making payment of tax on time.

Failure to do this may lead to automatic penalties, surcharges and/or interest.

Legal responsibility for approval of the return cannot be delegated to others. You agree to check that returns that I have prepared for you are complete before approving them.

To enable me to carry out my work you agree:

that all returns are to be made on the basis of full disclosure

that you are responsible for ensuring that the information provided is, to the best of your knowledge, accurate and complete. The returns are prepared/reviewed solely on the basis of the information provided by you and I accept no responsibility for any liabilities arising due to inaccuracies or omissions in the information you provide, which may lead to a misdeclaration on which penalties and interest may arise

to authorise me to approach such third parties as may be appropriate for information I consider necessary to deal with the returns

to provide me with all the records relevant to the preparation of your monthly/quarterly returns as soon as possible after the return period ends. I would ordinarily need a minimum of ten working days before submission to complete the work. If the records are provided later or are incomplete or unclear, thereby delaying the preparation/review and submission of the return, I accept no responsibility for any “default surcharge” penalty that may arise. Where feasible, I may agree to complete your return within a shorter period but may charge an additional fee for so doing.

You will keep me informed of material changes in circumstances that could affect your obligations, for example:

change in the nature of your business

change of type of supply for VAT

change in your type of business entity such as from sole trader into partnership

acquisition or disposal of land or property etc

starting to make supplies which are exempt from VAT

you have reclaimed VAT within the last 10 years, having spent over £250,000 in purchasing, building or redeveloping a property, and the extent to which it is being used for taxable and/or exempt purposes has changed since you first reclaimed the VAT (ie Capital Goods Scheme adjustments will apply).

You are responsible for bringing to my attention any errors, omissions or inaccuracies in your returns that you become aware of after the returns have been submitted in order that I may assist you to make a voluntary disclosure.

If you provide digital services to consumers in the EU you are responsible for either registering for VAT in that member state or registering for the Non-Union VAT MOSS scheme in an EU member state.

Where you wish me to deal with HMRC communications you will forward to me all communications received from HMRC. These must be provided in time to enable me to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because HMRC is not obliged to send me copies of all communications issued to you.

 

My Responsibilities

I will prepare or review your VAT returns, Intrastat returns (which will continue to be required throughout 2021) and your Non-Union VAT MOSS scheme returns as applicable on the basis of the information and explanations supplied by you.

Based on the information that you provide I will tell you how much you should pay and when. If appropriate, I will initiate repayment claims where tax has been overpaid. I will advise on the interest and penalty implications if VAT is paid late.

Where appropriate, I will calculate the partial exemption annual adjustment.

Where appropriate, I will calculate the annual Capital Goods Scheme adjustment.

I will forward to you the completed return calculations for you to review before you provide written evidence of your approval, for onward transmission by to HMRC.

If you require me to upload your VAT return calculations in accordance with the MTD requirements, you must provide me with all the necessary digital links to submit all the transaction records that are required by HMRC, together with confirmation that your digital records are complete and accurate.

Where you are invoice (accruals) accounting for income tax, I will perform an annual reconciliation of VAT outputs to turnover.

Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

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CONFIRMATION STATEMENT

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of the confirmation statement for your entity.

 

Your Responsibilities

To enable me to carry out my work you agree:

  • to provide full information necessary for compliance with the Register of People with Significant Control Regulations 2015.

  • that I can approach such third parties as may be appropriate for information that I consider necessary to deal with your affairs.

 

My Responsibilities

I will prepare the company’s register of people with significant interest from the information provided to me.

I will complete the confirmation statement from the information provided for your approval and filing at Companies House on your behalf.

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DIRECTORS TAX RETURNS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of your tax return.

 

Your Responsibilities

The advice that I give can only be as good as the information on which it is based. In so far as that information is provided by you, or by third parties with your permission, your responsibility arises as soon as possible if any circumstances or facts alter, as any alteration may have a significant impact on the advice given. If the circumstances change therefore or your needs alter, advise me of the alteration as soon as possible in writing.

You are legally responsible for:

  • ensuring that your self-assessment tax returns are correct and complete

  • filing any returns by the due date

  • paying tax on time.

Failure to do this may lead to penalties and/or interest.

Although I will prepare the tax return on your behalf you cannot delegate the legal responsibility to others for the approval of the return. You agree to check that returns prepared for you are complete before you approve them.

To ensure that the return can be completed you agree:

  • that all returns will be completed on the basis of full disclosure of all sources of income, charges, allowances and capital transactions

  • to provide all information necessary for dealing with your affairs:

  • to provide details of the sale of any property that you have not used solely as your main home as soon as possible to enable the capital gains tax computation to be completed and filed within 30 days

  • to authorise us to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs

  • to provide me with information within the agreed time scale.

You agree to keep us informed of changes in your circumstances that could affect your tax liability.

You will forward copies of any communication received from HMRC pertinent to your personal tax on a timely basis.

You are responsible for employment taxes, pensions (including auto-enrolment) and the assessment of the tax status of your workers, including domestic staff. If you do not understand what you need to consider or action you need to take, please ask.

 

My Responsibilities

I will not be carrying out an audit as part of this assignment and accordingly will rely upon the information and explanations provided by you.

I will prepare your self-assessment tax returns together with any supplementary pages required from the information and explanations that you provide to me. After obtaining your approval, I will submit your returns to HMRC.

I will prepare when applicable the capital gains tax computation for the sale of any property that you have not used solely as your main home, for your approval and on-line submission. I will tell you how much you should pay and when.

I will calculate your income tax, high-income child benefit charge (if applicable), national insurance contributions (NIC) and any capital gains tax liabilities, and tell you how much you should pay and when. Where instructed by you I will advise on the interest and penalty implications if tax or NIC is paid late. I will also check HMRC’s calculation of your tax and NIC liabilities and initiate repayment claims if tax or NIC has been overpaid.

Other than tax credits and universal credit I will advise you as to possible tax return-related claims and elections arising from information supplied by you. Where instructed by you, I will make such claims and elections in the form and manner required by HMRC.

Where appropriate I will review PAYE notices of coding provided by you and advise accordingly.

 

Your Right to Cancel this Specific Service

As a consumer, you have the right to cancel this specific service within 14 days without giving any reason. The cancellation period will expire after 14 days from the day of the conclusion of the contract, i.e. when I receive your written agreement to this engagement.

To exercise the right to cancel, you must inform me of your decision to cancel this service by a clear statement, for example a letter sent by post or an email.

The details of who to contact should you wish to cancel are:

Name: [person_responsible]

Address: 11 West Way, Goring, Reading, RG8 0BX

Email: caroline@ccvirtualbookkeeping.com

To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

Effects of Cancellation

If you cancel this service under your right to cancel, I will reimburse to you all payments received from you.

I will make the reimbursement without undue delay and not later than 14 days after the day on which I are informed about your decision to cancel this service.

I will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.

I WILL PROVIDE SERVICES DURING THE CANCELLATION PERIOD ONLY IF YOU INSTRUCT ME TO START WORK BEFORE THE EXPIRY OF THE CANCELLATION PERIOD IN WRITING.

If you have asked me to begin the performance of this service during the cancellation period, you shall pay me an amount in accordance with the work carried out during this period.

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Model Cancelation Form (if required)

 

To: CC Virtual Bookkeeping, a. 11 West Way, Goring, Reading, RG8 0BX, t. 07540929116, e. caroline@ccvirtualbookkeeping.com

I hereby give notice that I cancel my contract of sale for the supply of the Self Assessment Tax Return.

Ordered on [send_date] and started on [start_date].

Name of consumer: [first_name] [last_name]

Address of consumer: [address]

Signature of consumer(s) (only if this form is notified on paper),

Date:

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P11D'S

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the P11D, declaration P11D(b) and class 1A national insurance contributions (NIC) preparation for your entity

 

Your Responsibilities

You are legally responsible for:

  • ensuring that your declaration on form P11D(b) is true to the best of your knowledge and belief, and therefore that the entries on the related forms P11D and amounts of benefits in kind and expenses in the payroll are correct and complete where applicable

  • filing any returns or if agreed approving the forms for my submission by the due date after the end of the tax year

  • paying class 1A NIC on time.

Failure to do any of the above may lead to penalties and/or interest.

Legal responsibility for approval of the return cannot be delegated to others. The nominated individual agrees to check that the forms that I have prepared for you are complete before they approve them.

To enable me to carry out my work you agree:

  • that all returns are to be made on the basis of full disclosure

  • to provide full information necessary for dealing with your BiK returns; I will rely on the information and documents being true, correct and complete, and will not audit the information or those documents

  • to notify me within 30 working days after the end of the tax year of all transactions or events that may need to be reflected in the forms P11D for the period, including details of all employees during the year and details of their remuneration packages

  • to authorise me to approach such third parties as may be appropriate that I consider necessary to deal with completing the BiK returns.

If the information required to complete the BiK returns set out above is received more than 30 days after the end of the tax year, I will still endeavour to process the information onto the BiK returns to meet the submission date but I will not be liable for any costs or other losses arising if submission is late in these circumstances.

Where you wish me to deal with HMRC communications you will forward to me all communications received from HMRC. These must be provided in time to enable me to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because HMRC is not obliged to send me copies of all communications issued to you.

 

My Responsibilities

I will:

I will prepare or review the forms P11D as may be required for each employee including directors based on the accounts, information and explanations provided to me on your behalf.

I will prepare or review form P11D(b) to include the class 1A NIC on benefits-in-kind (BiK) and expenses, both on forms P11D and included in payroll.

I will where agreed submit the forms P11D for any benefits/employees for whom benefits are provided but not payrolled with the form P11D(b) online after the form P11D(b) has been approved in writing by you.

I will prepare and send securely to you the P11D information for you to forward to your employees and directors by the statutory due date of 6 July following the end of the tax year.

I will calculate your class 1A NIC liability on the benefits and expenses both returned in forms P11D and included in payroll that you are obliged to pay HMRC by the due date and send payment instructions to you.

Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

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PAYROLL

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the payroll for variable salary employees for your entity

 

Your Responsibilities

You are legally responsible for:

  • ensuring that the data in your payroll submissions is correct and complete

  • making any submissions by the due date

  • paying tax and NIC on time.

Failure to do this may lead to penalties and/or interest.

Employers cannot delegate this legal responsibility to others. You agree to check that submissions that I have prepared for you are correct and complete before you approve them.

You are responsible for maintaining your employees’ information, including any changes to the employees’ bank account details.

To enable me to carry out the work you agree:

  • that all information required to be delivered online is submitted on the basis of full disclosure

  • to provide full information necessary for dealing with your payroll affairs and workplace pension scheme contributions;

  • to agree the names of the persons authorised by you to notify details of changes in employees and in rates of pay.

  • to advise in writing of changes of payroll pay dates and workplace pension scheme contribution dates

  • to notify at least 5 working days or such other period as agreed prior to the payroll pay date of all transactions or events that may need to be reflected in the payroll for the period, including details of:

the time sheets or other record of working hours for all individuals on the payroll;

all new employees (including full names, address, date of birth, gender, national insurance number) and details of their remuneration packages

all leavers and any termination payments

all changes to remuneration packages

all pension scheme changes

all changes to benefits and expenses reportable under an existing payrolling benefits and expense online service registration

irregular and/or ad hoc payments and the dates to be paid;

  • to approve/provide the data required to complete:

in-year FPS by at least 5 working days prior to payroll pay dates so that they can be submitted on or before payday, or as agreed with us

in-year EPS by at least 5 days prior to 19th of the month following the tax month

final FPS (or EPS when applicable) for the year at least 5 days prior to 19 April following the end of the tax year

EYU within 5 days.

  • to authorise me to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs.

You will keep me informed of material changes in circumstances that could affect the payroll. If you are unsure whether the change is material or not, please let me know so that I can assess its significance.

Where you wish me to deal with HMRC communications you will forward to me all communications received from HMRC. These must be provided in time to enable me to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because HMRC is not obliged to send me copies of all communications issued to you.

 

My Responsibilities

I will:

  • prepare your UK payroll for each payroll period to meet UK employment tax requirements specifically:

calculating the pay as you earn (PAYE) deductions including at the Scottish rate of income tax if applicable calculating the employees’ national insurance contributions (NIC) deductions

calculating the employer’s NIC liabilities

calculating statutory payments – for example, statutory sick pay and/or statutory maternity pay

calculating reclaims of statutory payment – for example, maternity payments

calculating employee and employer pension contributions for employees and workers who are members of workplace pension schemes (including those who are auto-enrolled) on the basis of the information your provide

claiming employment allowance

calculating, if appropriate, apprenticeship levy

calculating other statutory and non-statutory deductions

submitting information online to HMRC under real-time information (RTI) for PAYE.

  • rely on the information and documents being true, correct and complete, and will not audit the information or those documents

  • process any changes only if notified by the individuals agreed

  • prepare and send to you the following documents before the time of payment through the payroll or due date for delivering information to HMRC:

payroll summary report showing the reconciliation from gross to net for each employee and all relevant payroll totals

the data included within each full payment submission (FPS) for taxable pay and payrolled benefits for each employee:

a payslip for each employee unless not required

a P45 for each leaver

a report showing your PAYE and NIC liability student loan and apprenticeship levy and due date for payment

a report showing pension contributions payable in respect of each employee to the respective workplace pension scheme(s) of which they are members and the due date(s) for payment.

  • submit FPSs online to HMRC after the data to be included therein has been approved by you. FPSs must reach HMRC normally on or before the payday. You must ensure that the data provided is complete and accurate, and your attention is drawn to your legal responsibilities as set out above.

  • for each tax month prepare, where appropriate, an employer payment summary (EPS) from the information and explanations that you provided. (Examples of EPS data include statutory payments, employment allowance, Construction Industry Scheme deductions, apprenticeship levy allowance allocated to the PAYE scheme, apprenticeship allowance payable to date and confirmation that no payments were made to employees.)

  • submit EPSs to HMRC after the data to be included therein has been approved by you. (EPSs must reach HMRC by the 19th of the month following the tax month to which they relate). You must ensure that the data provided is complete and accurate, and your attention is drawn to your legal responsibilities as set out above.

  • at the end of the payroll year:

prepare the final FPS (or EPS) and submit this to HMRC after the data to be included therein has been approved by you. (The final FPS (or EPS) for the year must reach HMRC by 19 April following the end of the tax year.) You must ensure that the data provided is complete and accurate and your attention is drawn to your legal responsibilities as set out above

prepare and send to you form P60 for each employee on the payroll at the year-end so that you can give them to employees by the statutory due date of 31 May following the end of the tax year

  • submit national insurance number (NINO) verification requests as appropriate to verify or obtain a NINO for a new employee.

  • only deal with the nominated person within the organisation and will only accept changes from this person. Any enquiries from individual employees concerning their wages or other payroll details will be referred back to that responsible person. Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

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PAYROLL: CIS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the Construction industry scheme (CIS)

 

Your Responsibilities

You are legally responsible for:

  • ensuring that you are registered as a contractor where:

you pay subcontractors for construction work; or

your business doesn’t do construction work but you spend an average of more than £1 million a year on construction in any 3-year period

  • Ensuring that register as a subcontractor if you do construction work for a contractor

  • making any submissions by the due date

  • paying any deductions on time.

Failure to do this may lead to penalties and/or interest.

Businesses cannot delegate this legal responsibility to others. You agree to check that submissions that I have prepared for you are correct and complete before you approve them.

You are responsible for maintaining your subcontractors’ information.

To enable me to carry out the work you agree:

  • that all information required to be delivered online is submitted on the basis of full disclosure

  • to provide full information necessary for dealing with your CIS affairs;

  • to agree the names of the persons authorised by you to notify details of any payments.

  • to provide the following details of any new subcontractors or any existing subcontractors who you have not used in the current or previous two years

UTR

National Insurance number if they’re a sole trader - you cannot verify temporary numbers, which start with ‘TN’ or 2 digits

company name, company UTR and registration number if they’re a limited company

nominated partner details, trading name and partnership UTR if they’re a partnership;

  • to provide details of subcontractors invoices received along with details of:

VAT

Materials

Equipment which is now unusable

Fuel (except for travelling)

Equipment hired

Manufacturing or prefabricating materials

  • to provide a nil return where no such payments have been made

  • to approve the return before submission.

  • to authorise me to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs.

You will keep me informed of material changes in circumstances that could affect the CIS scheme. If you are unsure whether the change is material or not, please let me know so that I can assess its significance.

Where you wish me to deal with HMRC communications you will forward to me all communications received from HMRC.

These must be provided in time to enable me to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because HMRC is not obliged to send me copies of all communications issued to you.

 

My Service to you

I will:

  • assist you in registering as a contractor where agreed

  • check the status of any new subcontractor to ascertain the correct rate of deduction;

  • prepare your CIS return for each period to meet UK CIS tax requirements specifically:

calculating the deductions

submitting information online to HMRC under real-time information (RTI) for PAYE.

  • prepare and send to you the following documents before the time of payment or due date for delivering information to HMRC:

CIS summary report showing the reconciliation from gross to net for each subcontractor

a payment and deduction statement for each subcontractor

  • submit the CIS return online to HMRC after the data to be included therein has been approved by you.

  • notify you of the amounts to pay to HMRC.

  • only deal with the nominated person within the organisation and will only accept changes from this person. Any enquiries from individual employees concerning their wages or other payroll details will be referred back to that responsible person.

Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

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AUTO ENROLMENT

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the auto enrolment requirements for your entity.

 

Your Responsibilities

You are legally responsible for:

  • ensuring that your payroll and pensions records are correct and complete

  • making payment of pensions contributions on time.

You will keep and retain the records required by law. These include:

  • records about jobholders and workers, eg name, date of birth, national insurance number, gross earnings, contributions, gender, address, status within the pension scheme, opt-in notice, opt-out notice and joining notice

  • records about the pension scheme, eg employer pension scheme reference, scheme name and address, and other information in respect of specific pension schemes.

You must retain these records for six years except for requests to leave the pension scheme, which must be kept for four years.

You are responsible for choosing an eligible scheme and for regularly reviewing that it meets the automatic enrolment qualifying criteria, and I recommend that you take appropriate independent advice.

You are responsible for providing all relevant information to the trustees or managers of the pension scheme within the statutory period.

You are responsible for the monitoring of workers’ age and earnings, and agree to advise me on any change in categorisation or status of your workers.

You are responsible for monitoring opt-in and opt-out requests and where workers with the right to opt in or opt out exercise that right. If required and requested by you, I will assist you in providing appropriate information for you to provide to the jobholder.

You are responsible for providing the required statutory information to your workers. This includes writing to new starters and those becoming eligible to be enrolled by age or earnings within six weeks of them meeting the age or earnings criteria.

You will enrol all eligible jobholders into an eligible pension scheme on the appropriate date.

You are legally responsible for:

  • choosing your re-enrolment date from within a six-month window, which starts three months before the third anniversary of your automatic enrolment staging date and ends three months after it

  • assessing your job holders, including those enrolled into the scheme and those you will put back into the scheme.

You are required within five calendar months from the start of your legal duties and thereafter when re-enrolling eligible jobholders to make a declaration of compliance with The Pensions Regulator.

To enable me to carry out our work, you agree:

  • to provide full information necessary for dealing with your workers’ pensions; I will rely on this information and documents being true, correct and complete, and will not audit the information or documents

  • to agree with me the name(s) of the person(s) authorised by you to notify me of changes in employees and in rates of pay. I will process the changes only if notified by that (those) individual(s)

  • to advise me in writing of changes of payroll pay dates

  • to notify me at least 5 working days prior to the payroll date of all transactions or events that may need to be considered in relation to auto-enrolment obligations for the period, including details of:

all new workers and details of their remuneration packages

all leavers and details of termination arrangements for all workers

changes in categorisation or status of your workers

all opt-in and opt-out requests from your workers

all remuneration changes for all workers

all pension scheme changes.

You will keep me informed of material changes in circumstances that could affect the pension scheme, workers and deductions. If you are unsure whether the change is material or not, please let me know so that I can assess its significance or otherwise and to seek your authority to approach such third parties as may be appropriate for information that I consider necessary to deal with your affairs.

Where you wish me to deal with them you will forward to me all communications received from The Pension Regulator. These must be provided in time to enable us to deal with them as may be necessary within the statutory time limits. It is essential that you let me have copies of any correspondence received because The Pension Regulator is not obliged to send me copies of all communications issued to you.

 

My Service to you

As part of the preparation of your UK payroll, I will:

calculate the deductions to be made from each worker’s pay

calculate the contribution you as an employer are obliged to make to the scheme

process through the payroll any refunds from the scheme

load the pension contributions files to the pension provider once the payroll has been approved

I will include the pension payments on the following documents:

the payroll summary report showing the reconciliation from gross to net for each employee and all relevant payroll totals

the payslips for each employee (unless payslips are not required)

a report showing your total pension contributions (employees and employers) and due date for payment.

I can, where required, provide advice to you regarding your choice of a pension scheme but I are not authorised to provide specific advice to your employees. You are responsible for choosing a pension scheme that meets the automatic enrolment qualifying criteria and I recommend that you take appropriate independent advice.

I can assist you by:

providing factual information about pension schemes

helping you to compare schemes

referring you to a specialist adviser

referring you to guidance issued by The Pensions Regulator on pension scheme selection.

I will help you to establish which category each worker falls into, whether entitled worker, eligible jobholder or non-eligible jobholder.

I will prepare and send to you a notice to send to each non-eligible jobholder that sets out certain information about opting into an automatic enrolment scheme and what this means for them. If the non-eligible jobholder chooses to opt in, you will enrol them onto the scheme on receipt of an opt-in notice. I will assist you in this process if requested. I will send information to the pension scheme about those non-eligible jobholders who choose to opt in.

I will prepare and send to you a notice to send to each entitled worker, giving them information about joining a pension scheme and what it means for them. This includes new starters and those becoming eligible to be enrolled by age or earnings. They do not need to be automatically enrolled but have the right to opt in. You will arrange membership to a scheme for those entitled workers who choose to join and complete a joining notice. This can be a different scheme to the one used for auto-enrolment. I will assist you in this process where requested.

I will prepare a notice for you to give to the eligible jobholder telling them that they have been enrolled, setting out what that means for them and also detailing their right to opt out (and to opt back in again) where requested. You must re-enrol eligible jobholders every three years. I recommend that you establish a process for this review.

I will, on receipt of the scheme information from you and the pension provider, assist you when you make your declaration of compliance to The Pensions Regulator where requested.

Ad hoc queries by way of telephone and email enquiries are not routine compliance and may result in additional fees.

MANAGEMENT ACCOUNTS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the provision of management accounts services for your entity

 

Your Responsibilities

To enable me to carry out my work you agree to provide the following information:

  • Sales invoices.

  • Purchase invoices.

  • Bank statements.

  • Details of bank and cash payments.

  • Details of bank and cash receipts.

  • Stock and work-in-progress details.

  • Access to your accounting records.

We have also agreed that you will provide the following where available:

  • Monthly records of receipts and payments reconciling the bank control account with the bank statements.

  • A record of the amounts owed to the business.

  • A record of amounts owed by the business.

  • A list of accruals.

  • A list of prepayments.

The management accounts are prepared for your internal use within your business by the directors. They should not be shown to any other party without our prior agreement.

 

My Responsibilities

I will prepare from the information and explanations provided by you, your management accounts.

I will discuss with you the management accounts and where agreed prepare a separate report and commentary on the figures for discussion with the board/management.

I will not attach a report to the management accounts unless otherwise agreed.

I will not carry out any audit work as part of this assignment.

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FINANCIAL FORECASTS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the financial forecasts for your entity

 

Your Responsibilities

You are responsible for providing me with the information and explanations necessary for the preparation of financial forecasts.

You are responsible for checking and agreeing the validity of the assumptions that are used in the preparation of the statements.

The financial forecasts are prepared for your internal use within your business by the directors. They should not be shown to any other party without my prior agreement.

 

My Responsibilities

I will prepare from the information and explanations provided by you, financial forecasts for the agreed period.

I will discuss with you the assumptions that have been used.

I will not be carrying out any audit work as part of this assignment and accordingly we will not express an opinion on the forecasts.

The forecasts relate to future events and consequently actual results are likely to differ from the forecasts. I cannot accept any responsibility for any loss or damage occasioned to any person acting or refraining from acting as a result of any material or report contained in the forecasts.

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ANNUAL BUDGET

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the annual budgets for your entity

 

Your Responsibilities

You are responsible for providing me with the information and explanations necessary for the preparation of the budgets.

You are responsible for checking and agreeing the validity of the assumptions that are used in the preparation of the budgets.

The budgets are prepared for your internal use within your business by the directors. They should not be shown to any other party without my prior agreement.

 

My Responsibilities

I will prepare from the information and explanations provided by you, budgets for the agreed period.

I will discuss with you the assumptions that have been used.

I will not be carrying out any audit work as part of this assignment and accordingly we will not express an opinion on the budgets.

The budgets relate to future events and consequently actual results are likely to differ from the budgets. I cannot accept any responsibility for any loss or damage occasioned to any person acting or refraining from acting as a result of any material or report contained in the budgets.

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CASHFLOW FORECAST

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the cash flow forecasts for your entity

 

Your Responsibilities

You are responsible for providing me with the information and explanations necessary for the preparation of cashflow forecasts.

You are responsible for checking and agreeing the validity of the assumptions that are used in the preparation of the statements.

The cash flow forecasts are prepared for your internal use within your business by the directors. They should not be shown to any other party without my prior agreement.

 

My Responsibilities

I will prepare from the information and explanations provided by you, cashflow forecasts for the agreed period.

I will discuss with you the assumptions that have been used.

I will not be carrying out any audit work as part of this assignment and accordingly we will not express an opinion on the forecasts.

The forecasts relate to future events and consequently actual results are likely to differ from the forecasts. I cannot accept any responsibility for any loss or damage occasioned to any person acting or refraining from acting as a result of any material or report contained in the forecasts.

​

MONTHLY REPORTS

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the provision of management accounts services for your entity

 

Your Responsibilities

To enable me to carry out my work you agree to provide the following information:

  • Sales invoices.

  • Purchase invoices.

  • Bank statements.

  • Details of bank and cash payments.

  • Details of bank and cash receipts.

  • Stock and work-in-progress details.

  • Access to your accounting records.

We have also agreed that you will provide the following where available:

  • Monthly records of receipts and payments reconciling the bank control account with the bank statements.

  • A record of the amounts owed to the business.

  • A record of amounts owed by the business.

  • A list of accruals.

  • A list of prepayments.

The management accounts are prepared for your internal use within your business by the directors. They should not be shown to any other party without our prior agreement.

 

My Responsibilities

I will prepare from the information and explanations provided by you, your management accounts.

I will discuss with you the management accounts and where agreed prepare a separate report and commentary on the figures for discussion with the board/management.

I will not attach a report to the management accounts unless otherwise agreed.

I will not carry out any audit work as part of this assignment.

​

PERSONAL TAX RETURN SUBMISSION

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of the preparation of the nonaudited accounts of your entity along with your personal tax return.

 

Non audited accounts

Your responsibilities

You are responsible for making available to me, as and when required, all the entity’s accounting records and all other relevant records and related information.

You will also be responsible for:

  • Maintaining records of all receipts and payments of cash.

  • Maintaining records of invoices issued and received.

  • Reconciling balances with the bank statements.

  • Preparing details of the following (where applicable) at the period-end: stocks and work in progress; fixed assets; amounts owing to suppliers; amounts owing by customers; and accruals and prepayments.

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My service to you

I will not be carrying out any audit work as part of this assignment and accordingly will not verify the assets and liabilities of the entity, nor the items of expenditure and income. To carry out an audit would entail additional work to comply with International Standards on Auditing (UK) so that I could report on the truth and fairness of the financial statements. I would also like to emphasise that I cannot undertake to discover any shortcomings in your systems or irregularities on the part of your employees.

If an audit of the accounts is required, you will need to notify me in writing. Should our work indicate that the entity is not entitled to exemption from an audit of the accounts, I will inform you. If I decide to undertake an audit assignment at your request, a separate engagement letter will be required.

I will attach to the accounts a report in line with the guidance issued by my professional body and the Consultative Committee of Accountancy Bodies (CCAB) which explains what work has been done by me, the professional requirements I have to fulfil and the standard to which the work has been carried out. You can obtain further information from my professional bodies website on:

  • The technical guidance for the work, and

  • The related ethical and other professional requirements.

To ensure that anyone reading the accounts is aware that I have not carried out an audit, I will refer to this in the report. The intended user of the report is the addressee.

Once I have issued my report I have no further direct responsibility in relation to the accounts for that financial year.

 

Tax return

Your responsibilities

You are legally responsible for:

  • ensuring that your self-assessment tax returns are correct and complete

  • filing any returns by the due date

  • paying tax on time.

Failure to do this may lead to penalties and/or interest.

Although I will prepare the tax return on your behalf you cannot delegate the legal responsibility to others for the approval of the return. You agree to check that returns prepared for you are complete before you approve them.

To ensure that the return can be completed you agree:

  • that all returns will be completed on the basis of full disclosure of all sources of income, charges, allowances and capital transactions

  • to provide all information necessary for dealing with your affairs

  • to authorise us to approach such third parties as may be appropriate for information that we consider necessary to deal with your affairs

  • to provide me with information within the agreed time scale.

You agree to keep us informed of changes in your circumstances that could affect your tax liability.

You will forward copies of any communication received from HMRC pertinent to your personal tax on a timely basis.

You are responsible for employment taxes, pensions (including auto-enrolment) and the assessment of the tax status of your workers, including domestic staff. If you do not understand what you need to consider or action you need to take, please ask.

 

My service to you

I will not be carrying out an audit as part of this assignment and accordingly will rely upon the information and explanations provided by you.

I will prepare your self-assessment tax returns together with any supplementary pages required from the information and explanations that you provide to me. After obtaining your approval, I will submit your returns to HMRC.

I will calculate your income tax, high-income child benefit charge (if applicable), national insurance contributions (NIC) and any capital gains tax liabilities, and tell you how much you should pay and when. Where instructed by you I will advise on the interest and penalty implications if tax or NIC is paid late. I will also check HMRC’s calculation of your tax and NIC liabilities and initiate repayment claims if tax or NIC has been overpaid.

Other than tax credits and universal credit I will advise you as to possible tax return-related claims and elections arising from information supplied by you. Where instructed by you, I will make such claims and elections in the form and manner required by HMRC.

Where appropriate I will review PAYE notices of coding provided by you and advise accordingly.

 

Your Right To Cancel This Service

As a consumer, you have the right to cancel this specific service within 14 days without giving any reason. The cancellation period will expire after 14 days from the day of the conclusion of the contract, i.e. when I receive your written agreement to this engagement.

To exercise the right to cancel, you must inform me of your decision to cancel this service by a clear statement, for example a letter sent by post or an email.

The details of who to contact should you wish to cancel are:

Name: Caroline Cant

Address: 11 West Way, Goring, Reading, RG8 0BX

Email: caroline@ccvirtualbookkeeping.com

To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

Effects of Cancellation

If you cancel this service under your right to cancel, I will reimburse to you all payments received from you. I will make the reimbursement without undue delay and not later than 14 days after the day on which I are informed about your decision to cancel this service.

I will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.

I WILL PROVIDE SERVICES DURING THE CANCELLATION PERIOD ONLY IF YOU INSTRUCT ME TO START WORK BEFORE THE EXPIRY OF THE CANCELLATION PERIOD IN WRITING.

If you have asked me to begin the performance of this service during the cancellation period, you shall pay me an amount in accordance with the work carried out during this period.

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Model Cancelation Form (if required)

To: CC Virtual Bookkeeping, a. 11 West Way, Goring, Reading, RG8 0BX, t. 07540929116, e. caroline@ccvirtualbookkeeping.com

I hereby give notice that I cancel my contract of sale for the supply of the Self Assessment Tax Return.

Ordered on [send_date] and started on [start_date].

Name of consumer: [first_name] [last_name]

Address of consumer: [address]

Signature of consumer(s) (only if this form is notified on paper),

Date:

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XERO CONVERSION

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of conversion to the Xero accounting system for the entity.

 

Your Responsibilities

You are responsible for:

  • providing me with the financial and other information needed to complete the conversion.

  • answering any queries I may have on a timely basis.

  • providing me with access to your existing system.

  •  

My Responsibilities

I will provide you with the agreed Xero software for use in your business.

I will input your financial information into the system.

I will provide training on the use of the new system as required.

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ACCOUNTING SYSTEMS AUDIT

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of systems audit for the entity.

 

Your Responsibilities

You are responsible for:

  • providing me with details of the existing control systems.

  • answering any queries I may have on a timely basis.

  • providing me with access to your accounting system and staff.

 

My Responsibilities

I will undertake an assessment of the existing system.

I will issue a report setting out potential and actual weaknesses in the system along with suggested changes.

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XERO SET UP

Introduction

The following schedule sets out our respective responsibilities for work undertaken in respect of cloud software initial set up and training for the entity.

 

My Responsibilities

I will provide you with the agreed cloud based accounting software for use in your business.

I will agree the set up and chart of accounts with you.

I will complete the initial set up of the cloud based system.

I will provide training on the use of the system to the agreed members of staff.

I will provide technical support to enable use of the software for an additional fee, if agreed.

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