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Assisting You With Your Contract Roles

Resources, contacts and information to help your assignments run smoothly

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Contractor Centre

If you are a contractor through Earthstaff then our service does not simply end once your assignment starts. Our dedicated in house team is on hand to assist you before and during your contract.

Whether you are contracting for the first time or are an experienced contract professional, Earthstaff offers you honest, compliant and up-to-date advice with regards to your current and recent assignments.

This section of our website will be updated regularly and specific to the country in which you work. You will find the essential documents to get you started contracting with Earthstaff as well as the all important timesheets that you will need to fill out.

 

Specialist Contractor & Compliance Services

Working in the oil & gas industry as a contractor can be a complicated process but our specialist team has a number of years of experience placing contractors in numerous countries across the globe. We go to great lengths to take hassle and administration away from you (and the clients) to ensure you focus on your assignment, including:

  • Payroll and tax administration
  • Work permit and visa advice and administration
  • Insurances arrangement where appropriate
  • Research on accommodation if necessary
  • Arrangement of necessary travel arrangements
 

If you are looking to move to a new country then you may want to take a look at our Career Centre which includes a number of guides to working across the world.

If there is anything else that we can help with then please do not hesitate to get in touch.

Starting A Contract

Before you start work as a contractor with Earthstaff, we need to collate some essential information to ensure that we process your invoices and you get paid in full and on time.  The first stage of this process is for you to fill out a Personal Information Form and a Bank Details Form which can be downloaded here:

You will need to return these documents at your earliest convenience along with providing copies of your passport or ID card and any qualification or medical certificates you have noted on your personal information form.

Depending on the country that you are located in, you may also need to provide us with further details at the client's request which we will discuss with you on a day-to-day basis.  We realise that there is a lot of information needed but our Contractor Care team will be on hand to help you every step of the way, simply contact them on the details to the right.

If you are a freelancer we will require:

  • Proof of freelancer status (e.g. VAT/Tax Registration Certificate)
  • Professional Indemnity Insurance Certificate 

If you are own registered company we will require:

  • Company Certificate of Incorporation (or equivalent proof of registration)
  • Professional Indemnity Insurance Certificate 
  • VAT Registration Certificate (if applicable)

 

Payroll Information

This document contains some important information regarding the payment process here at Earthstaff and is intended to make the processing of your payments as quick and easy as possible.

Invoicing Instructions

Timesheets

  • At the end of each month you must send us (and if applicable your payroll company) your approved/signed timesheets. 
  • If the Client has requested that their timesheet must be used, this is acceptable otherwise a Earthstaff timesheet must be used. 
  • If the Client has an online time entry system, screenshots displaying approved hours are acceptable 

Timesheets can be sent via email at office@earthstaff.com or by fax on +44 (0)207 928 8005

Invoices

You (or your payroll company) must also send an accompanying invoice against your approved timesheet.

The invoice must be received by Earthstaff by within three working days after the end of the calendar month to which the invoice relates.  

Invoices should be sent via email at office@earthstaff.com or by fax on +44 (0)207 928 8005

The (letter headed) invoice should bear the Individual’s/Company’s’ full name (e.g. as it appears on the Certificate of Incorporation), if applicable any business name used and an address, Company registration number, if applicable a VAT number and should state any VAT due on the invoice.

The following information should also be on the invoice: 

  • A unique and sequential identifying invoice number
  • Our name and address
  • Date of supply of services
  • A description sufficient to identify the supply of services
  • The quantity of the services with a unit price – excluding VAT
  • If applicable the rate of VAT per item
  • Total amount owed without VAT

If the Individual/Company is VAT registered in another EU country (other than UK), VAT is not to be charged however our VAT number [GB 125 4792 08] & the Individual’s/Company’s VAT number must be stated on the invoice along with ‘Reverse Charge Supply’

Expenses

Earthstaff shall reimburse all expenses properly and reasonably incurred, including travel and accommodation expenses, provided that they have been approved by the Client prior to being incurred and evidenced to their satisfaction. 

Expenses are to be invoiced separately and are only paid once Earthstaff has received payment from the Client. 

Payment of your invoice (Excluding expenses invoices)

Payment will be credited to the bank account specified on the invoice, 14 days from receipt of a correct invoice and approved timesheet(s).

Please note that the 14 day payment term commences from when we receive a correct invoice. If your invoice is incorrect it will be sent back to you/your payroll company and your 30 day payment term will only recommence once we receive the corrected copy.

If you have any accounts queries e.g. payment dates please contact Stephen Barrett on s.barrett@earthstaff.com or you can call her on +44 (0)207 803 0606

Timesheets

Alongside your invoice (with all relevant details such as VAT number and contact details), you will need to provide us with a signed timesheet to ensure that you get paid promptly.  Dependant on your status, we have included all relevant timesheet templates below which you can download, complete and send to us when required.

If you are unsure as to what you need to ensure timely payment of your invoice, please contact our Contractor Care team on the the details to the right.

Contact Details

From time to time, you may need to contact us.  All of the details that you require are listed below to help and assist with your queries

Contact Details

Earthstaff Limited
Second Floor
135 Park Street
London 
SE1 9EA

Telephone: +44 (0)207 261 1600

Fax: +44 (0)207 928 8005

Email: office@earthstaff.com

VAT NO: GB 125 4792 08

Queries

For queries relating to your contract, for example extensions, please email the consultant who placed you or call them on +44 (0)207 261 1600

For assistance with our billing process, for example payment dates, please contact Finance on +44 (0)207 803 0606 or email office@earthstaff.com

For all other queries please contact Contracts Administration on +44 (0)207 803 0606

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