FREELANCE PAYMENT PORTAL A SUMMARY FOR FREELANCERS

FREELANCE PAYMENT PORTAL – A SUMMARY FOR

FREELANCERS

(Cymraeg ar dudalen 7)

The BBC’s Freelance Payment Portal is where freelancers can update their personal details, view payments due to them and claim payments once the work is complete. The portal can be accessed from the BBC’s external freelancer website (search freelancer on bbc.co.uk).

The FPP is hosted on BBC servers and secured by the BBC firewall; the portal uses SSL security. This is the industry standard method for securing data collected over the internet and is used by banks and internet shopping sites. The system has been vetted and approved by BBC Information Security and the processes around it have been checked by the Information Policy and Compliance Unit to ensure they conform to the Data Protection Act.

[1] ACCEPTING A JOB AND GETTING PAID VIA THE BBC’S NEW

ONLINE SYSTEM (THE FREELANCE PAYMENT PORTAL – FPP)

First time you are booked to work using the FPP:

• Email 1 confirms your booking

• Email 2 invites you to accept your terms and conditions

• Email 3 asks you to verify your details for setup on the FPP (Section 2)

• Email 4 gives you a login password and link to the FPP (Section 3)

• Log-in to the FPP, check your personal details and enter your bank details for payment (Section 4)

• Accept your booking (Section 5)

• Do the job

• Log-in to the FPP and claim your payment (Section 6)

• Payment made in the next payroll run For return jobs:

• Email confirms your booking

• Log-in to the FPP and accept your booking (Section 4 & 5)

• Do the job

• Log-in to the FPP and claim your payment (Section 6)

[2] EMAIL 3 ASKS YOU TO VERIFY YOUR DETAILS FOR SETUP ON

THE FPP

2a This is the email which will be sent after you have accepted your Terms & Conditions. You must use the link to enrol into the Freelance Payment Portal. This link will expire after 90 days, after which time you will need to request a new one by calling or emailing BBC HR Direct (hr@bbchrdirect.co.uk or 0800 082 8080).

2b You must enter the required personal details to verify your account, then click Submit. The NI number and post code entered must be the same as those held on the BBC’s records. If there is a mismatch you must contact BBC HR Direct to get your records updated.

2c You will receive a confirmation message that you have validated your account. You will then be sent an email containing your login and password.

[3] EMAIL 4 GIVES YOU A LOGIN PASSWORD AND LINK TO THE

FPP

3a This email contains your login and

temporary password to be used the first time you log into the Freelance Payment Portal (use the link provided).

3b You must use the details included on this email to login to the system for the first time. The system will then prompt you to change your password to your own choice.

[4] MY DETAILS TAB

4a When you first log into the FPP you will see this screen. This is the My Details tab. Across the top of the screen are a number of tabs that can be clicked to navigate around:

• My Details - This is where you can view and update your details

• My Bookings/Bookings Awaiting Acceptance - This is where you view and accept new bookings

• Current Bookings/Claim Payment - This is where you claim payments for accepted bookings

• Claim History - This is where you display previous bookings and claims made against them

4b You can view all your personal details and, if the Make a change button is available, update them.

4c If you are VAT registered and wish to claim VAT you must enter your VAT registration number on this screen (being

highlighted to you). VAT CANNOT be claimed on PAYE (previously known as Casual contracts) bookings.

4d The first time you log on to the system you will be required to enter your bank details. If you subsequently update your bank details you should do this before you claim any payments.

4e You only need to enter bank details for expenses if you require expenses to go into a different account than your main one.

Please note: Name, National Insurance number, date of birth and email address cannot be updated here. You must call BBC HR Direct to update these pieces of information as they are used for verification purposes.

[5] NEW BOOKINGS/BOOKINGS AWAITING ACCEPTANCE TAB

5a This is the New Bookings/Bookings Awaiting Acceptance tab. This is where you can accept your bookings when you have received a booking email from the BBC. You will not be able to claim a payment against a booking until you have accepted it.

Please note, you can sort by booking no, start date or end date by clicking the arrows on the column headers. You can also search for a specific booking number using the search box and button.

5b To accept a booking, you must select the appropriate radio button and click the button.

[6] CURRENT BOOKINGS/CLAIM PAYMENT TAB

6a This is the Current Bookings/Claim Payment tab. Again, you can sort by booking no, start date or end date, or you can search for a specific booking number if required.

6b To claim a payment you must select the appropriate radio button and click ( you can only claim payments on the date they have been recorded as due or any day thereafter.

6c We can see all the amounts due to us for this booking. Please note that you can only claim payments which have the current day’s date or a date in the past.

6d To claim payments tick the appropriate boxes and click

VAT registered freelancers only

Each line will display an additional drop down box. You will need to select either VAT at 20% or VAT exempt as well as selecting the line for payment.

6e This is the invoice/payment claim which you will be able to print for your records after you have submitted it. This shows the gross amount and if you are booked as a PAYE freelancer, tax and other contributions will be deducted and the net amount details will be found on the payment advice.

6f If you are VAT registered, your VAT number will display on the right hand side of the screen.

6g You must click the button to submit your claim. VAT registered freelancers only

Your payment table will also have a column for VAT. You will also need to tick the box at the bottom of the screen confirming that it is your responsibility to declare this VAT to HMRC.

6h You will receive a message at the top of the screen telling you that the claim has been successful. You will notice that you are now able to print the invoice / payment claim by clicking the PRINT button. This copy is for your records only. Please do not send it to the BBC.

[7] CLAIM HISTORY TAB

This is the Claim History tab. You can view all of your past claims here and print past invoices from this screen, but click the magnifying glass.

PORTH TALIADAU LLAWRYDD – CRYNODEB I WEITHWYR

LLAWRYDD

Porth Taliadau Llawrydd y BBC yw’r lle y gall gweithwyr llawrydd ddiweddaru eu manylion personol, gweld taliadau sy’n ddyledus a hawlio taliadau unwaith fydd y gwaith wedi’i gwblhau. Gellir defnyddio’r system o wefan gweithwyr llawrydd allanol y BBC (chwiliwch am ‘freelancer’ ar bbc.co.uk).

Mae'r Porth Taliadau Llawrydd yn cael ei gadw ar servers y BBC a'i ddiogelu gan len dân y BBC; mae'r porth yn defnyddio diogelwch SSL. Dyma'r dull safonol a ddefnyddir yn y diwydiant i ddiogelu data sy’n cael ei gasglu ar y rhyngrwyd, a chaiff ei ddefnyddio gan fanciau a gwefannau siopa. Mae'r system wedi'i gwirio a'i chymeradwyo gan adran Diogelwch Gwybodaeth y BBC. Mae'r prosesau wedi'u gwirio gan yr Uned Polisi a Chydymffurfiaeth Gwybodaeth er mwyn sicrhau eu bod yn cydymffurfio â'r Ddeddf Diogelu Data.

[1] DERBYN GWAITH A CHAEL EICH TALU DRWY SYSTEM

AR-LEIN NEWYDD Y BBC (Y PORTH TALIADAU LLAWRYDD /

FREELANCE PAYMENT PORTAL)

Y tro cyntaf y cewch eich cyflogi trwy’r system, bydd:

• Neges e-bost 1 yn cadarnhau eich archeb

• Neges e-bost 2 yn eich gwahodd i dderbyn eich telerau ac amodau

• Neges e-bost 3 yn gofyn i chi wirio eich manylion ar gyfer sefydlu cyfrif ar y Porth (Adran 2) • Neges e-bost 4 yn cynnwys cyfrinair a linc i’r Porth Taliadau Llawrydd (Adran 3)

• Mewngofnodwch i’r system, edrychwch ar eich manylion personol a nodwch eich manylion banc ar gyfer cael eich talu (Adran 4)

• Derbyn y gwaith (Adran 5)

• Gwnewch y gwaith

• Mewngofnodwch i’r system a hawlio eich taliad (Adran 6) • Caiff y taliad ei wneud yn ystod rhediad nesaf y gyflogres

Cael eich cyflogi eto:

• Neges e-bost yn cadarnhau eich archeb

• Mewngofnodwch i’r system a derbyn eich archeb (Adran 4 a 5)

• Gwnewch y gwaith

• Mewngofnodwch i’r system a hawlio eich taliad (Adran 6)

[2] MAE EBOST 3 YN GOFYN I CHI WIRIO EICH MANYLION AR

GYFER SEFYDLU CYFRIF AR Y PORTH TALIADAU LLAWRYDD

2a

Dyma’r e-bost fydd yn cael ei anfon ar ôl i chi dderbyn eich Amodau a Thelerau. Rhaid i chi

ddefnyddio’r linc i gofrestru ar y Porth Taliadau Llawrydd. Bydd y linc yma yn dod i ben ar ôl 90

diwrnod, ac ar ôl hynny, bydd angen i chi ofyn am un newydd drwy ffonio neu e-bostio BBC HR

Direct (

hr@bbchrdirect.co.uk

neu 0800 082 8080).

2b

Rhaid i chi roi’r manylion personol angenrheidiol er mwyn cadarnhau eich cyfrif, yna cliciwch

Cyflwyno (Submit). Rhaid i’r rhif Yswiriant Gwladol (NI) a’r cod post fod yr un peth â’r rhai sydd

ar gofnodion y BBC. Os oes anghysondeb, rhaid i chi gysylltu â BBC HR Direct i ddiweddaru eich

cofnodion.

2c

Byddwch yn derbyn neges sy’n cadarnhau bod eich cyfrif yn ddilys. Yna byddwch yn derbyn

e-bost sy’n cynnwys eich

login

a’ch cyfrinair.

[3] MAE EBOST 4 YN RHOI CYFRINAIR I CHI YN OGYSTAL Â LINC

I’R PORTH TALIADAU LLAWRYDD

3a

Mae’r e-bost

yma yn cynnwys

eich

login

a’ch

cyfrinair dros-dro

sydd i’w defnyddio’r

tro cynta fyddwch

chi’n defnyddio’r

Porth Taliadau

Llawrydd

(defnyddiwch y linc

sy’n cael ei

ddarparu).

3b. Rhaid i chi ddefnyddio’r manylion sydd wedi’u cynnwys yn yr e-bost yma er mwyn mynd mewn i’r system am y tro cyntaf. Bydd y system yn eich annog i newid eich cyfrinair i un o’ch dewis chi.

[4] TAB FY MANYLION (MY DETAILS)

4a. Pan fyddwch yn mynd i fewn i’r system am y tro cyntaf, fe welwch chi’r sgrîn yma. Dyma’r tab Fy Manylion (My Details). Mae yna nifer o 'tabs' ar draws top y sgrîn, a gellir clicio arnyn nhw i symud o amgylch:

• Fy Manylion (My Details) - dyma lle gallwch chi weld eich manylion a’u diweddaru nhw. • Fy Archebion/Archebion sy'n aros i'w Derbyn (My Bookings/Bookings Awaiting Acceptance) -

dyma lle gallwch chi weld a derbyn archebion newydd

• Archebion Cyfredol/Hawlio Taliad (Current Bookings/Claim Payment) - dyma lle gallwch chi hawlio taliadau ar gyfer archebion sydd wedi'u derbyn

• Hen Geisiadau(Claim History) - dyma lle gallwch chi weld hen archebion a hawliadau

4b

Gallwch weld eich holl fanylion personol, ac os yw'r botwm Newid (Make a change) ar gael, eu

diweddaru nhw

.

4c Os ydych wedi eich cofrestru am TAW ac am hawlio TAW, rhaid i chi roi eich rhif cofrestru TAW ar y sgrîn yma (sy’n cael ei ddangos i chi). NI ELLIR gwneud cais am TAW ar PAYE (sef yr hen

gytundebau casual).

4d. Y tro cyntaf i chi fynd ar y system, bydd angen i chi nodi eich manylion banc. Os byddwch chi'n newid eich manylion banc ar ôl hynny, dylech wneud hynny cyn hawlio unrhyw daliadau

4e Bydd dim ond angen i chi roi manylion banc am dreuliau, os yw'r treuliau yn mynd i gyfrif gwahanol i'r prif gyfrif.

Cofiwch na allwch chi ddiweddaru enw, rhif Yswiriant Gwladol, dyddiad geni a chyfeiriad e-bost fan hyn. Rhaid i chi alw BBC HR Direct er mwyn diweddaru'r wybodaeth hyn, gan eu bod yn cael eu defnyddio at ddibenion gwirio.

[5] TAB ARCHEBION NEWYDD/ARCHEBION SY’N AROS I’W

DERBYN (NEW BOOKINGS/BOOKINGS AWAITING

ACCEPTANCE)

5a Dyma'r tab ar gyfer Archebion Newydd/Archebion sy'n aros i'w Derbyn. Dyma lle gallwch chi dderbyn eich archebion pan fyddwch chi wedi derbyn e-bost archebu wrth y BBC. Ni fyddwch yn gallu hawlio taliad am archeb nes i chi ei derbyn.

Cofiwch y gallwch chwilio fesul rhif archeb, dyddiad cychwyn neu ddyddiad gorffen, drwy glicio'r saethau ar dop y golofn. Gallwch hefyd chwilio am rif archeb penodol drwy ddefnyddio'r bocs a'r botwm chwilio.

5b Idderbyn, rhaid i chi ddewis y botwm radio priodol a chlicio ar y botwm

[6] TAB ARCHEBION CYFREDO/HAWLIO TALIAD (CURRENT

BOOKINGS/CLAIM PAYMENT)

6a Dyma'r tab ar gyfer Archebion Cyfredol/Hawlio Taliad. Unwaith eto, gallwch chi chwilio fesul rhif archeb, dyddiad cychwyn neu ddyddiad gorffen, neu gallwch chi chwilio am rif archeb penodol os oes angen.

6b

I wneud cais am daliad, rhaid i chi ddewis y botwm radio priodol a chlicio ar

(gallwch chi ond hawlio am daliadau ar y dyddiad y’u cofnodir).

6c Gallwn weld yr holl symiau sy'n ddyledus i ni ar gyfer yr archeb hon. Cofiwch y gallwch chi ond hawlio taliadau sydd â dyddiad yn y gorffennol neu ddyddiad heddiw.

6d I hawlio taliadau, ticiwch y blychau priodol a chliciwch

Gweithwyr llawrydd sydd wedi’u cofrestru am TAW yn unig . Bydd pob llinell yn dangos bocs 'drop down'

ychwanegol. Bydd angen i chi ddewis naill ai TAW o 20% neu eithrio TAW yn ogystal â dewis y llinell i'w thalu.

6e

Dyma'r anfoneb/hawlio taliad y gallwch argraffu ar gyfer eich cofnodion unwaith y bydd wedi'i

gyflwyno. Mae’n dangos y swm gros, ac os ydych yn weithiwr llawrydd PAYE, bydd treth a

chyfraniadau eraill yn cael eu tynnu, a’r manylion net fydd yn cael eu dangos.

6f Os ydych wedi eich cofrestru am TAW, bydd eich rhif TAW yn ymddangos ar ochr dde'r sgrîn

6g Rhaid i chi glicio’r botwm i gyflwyno’ch cais.

Gweithwyr llawrydd sydd wedi eu cofrestru am TAW Bydd eich tabl taliadau hefyd yn cynnwys colofn ar gyfer TAW. Bydd angen i chi hefyd ticio’r bocs ar waelod y sgrîn i gadarnhau mai eich cyfrifoldeb chi yw datgan y TAW i'r HMRC.

6h Byddwch yn derbyn neges ar dop y sgrîn yn dweud wrthoch bod y cais wedi bod yn llwyddiannus. Fe sylwch chi eich bod nawr yn gallu argraffu’r anfoneb/hawlio taliad drwy glicio'r botwm PRINT. Mae'r copi yma ar gyfer eich cofnodion chi yn unig. Peidiwch â'i anfon at y BBC.

[7] TAB HEN GEISIADAU (CLAIM HISTORY)

Dyma'r tab ar gyfer Hen

Geisiadau. Gallwch weld eich holl geisiadau o'r gorffennol fan hyn ac argraffu hen anfonebau, ond cliciwch ar y chwyddwydr.