C- Briefing to XML Process

xml-international.com

Briefing to XML Process

Contractors

Click each element to see the details

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TIMESHEETS

EXPENSES

ABSENCES

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INVOICE

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Mark as completed in JobDiva once reviewed

BOOK A HOLIDAY/ ANNUAL LEAVE

IT ASSETS AND ONBOARDING SURVEY.

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EMERGENCY CONTACT

BANK DETAILS

ABUSE-FREE WORKPLACE POLICY

Wellbeing Assistance Program (WAP)

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Invoice

To ensure everything is processed smoothly, please follow these simple steps to send us your invoice:

• Email Your Invoice: Directly send your invoice to the friendly team at Accounts XML Ltd at accounts@xml-int.com.
• Flexible Formats: Feel free to use any common file format for your invoice (PDF, DOC, XLS). Choose the one that’s easiest for you!
• Template: We’ve attached a basic invoice template, Look up the picture to see how fulfil it.
• Details Matter: On your invoice, please specify the number of days or hours you’ve dedicated this month, along with your agreed rate. This helps us to process your payment quickly and accurately.

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Complementary bank details

Click the button to see the check the Country-Specific Details

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Intermediate Bank

For instance, if a company in the United States/Europe needs to transfer funds to a supplier in LATAM, but their bank does not have a direct relationship with the supplier's bank, an intermediary bank with correspondent relationships in both regions would facilitate the transfer. Check with your bank for the details.

IT ASSETS

If you have already received any client assets (such as a laptop, keyboard, etc.), kindly confirm their receipt. If you are yet to receive any assets but anticipate doing so, please notify us promptly. We want to ensure a smooth transition for you.

ONBOARDING SURVEY

Within the next 7 days, you will receive an email from ask@xml-int.com containing an Onboarding Survey. Your candid responses will help us refine our onboarding experience for new team members.

Transit number (Canada)

Is a five-digit number that when combined with a bank institution number and your account number, provides the exact address of your bank account.

ABA Routing

The ABA Routing Number is the left-most number, followed by your account number, and then by the number of the check.

IFSC

The Indian Financial System Code is an 11-digit alpha-numeric code that is unique for bank branches that offer online money transfer options.

A) Consultant/Company Name: Enter your full name followed by your company name (if applicable). Example: daysi Duck - Duck Innovations. B) Agreement Number: Refer to your contract and enter the agreement number found therein. Example: Contract #24 -000x07 C) Invoice Number: Establish a sequential number that follows on from the previous invoice. Example: Invoice #101, Invoice #102, etc. D) Invoice Date: Input the date when the invoice is being issued. Example: March 30, 2024 E) Bill to: Ensure the billing entity on this form matches the one in your contract.

A) Item Description: Enter the details of the services provided. Include the time period, any special services, and expenses that have been authorized by the client. Example: Consulting services for January 2024, including travel expenses authorized by the client. B) Number of: Specify the number of days or months of service you are billing for. Example: 15 days, 2 months. C) Unit Price: Enter the price per unit as agreed upon in the contract. If necessary, apply the conversion formula from the contract to calculate the daily rate from a monthly rate. Example: $200/day, $2000/month. D) Net Amount: Calculate the total amount by multiplying the unit price by the quantity of service delivered. Example: $2000/month x 1 = $2000 E) Amount in Words: Write out the total amount to be paid in words. Example: Two thousand dollars. Note: No signature is required on this invoice.

A) Address: Please use the address that matches the one specified in the contract and the accompanying proof of address document. B) Bank Details: Enter the bank details of the account where payment for services will be received. Ensure that these details correspond to the submitted banking evidence for verification purposes.

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CLABE (Mexico)

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It is an 18-digit number that must be used when national interbank fund transfers are made.

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Branch Code (Thailand)

A branch code is a numerical code assigned to each bank branch for identification purposes. In Thailand, there is a 4-digit code assigned by the Revenue Department to uniquely identify each branch of a customer or supplier. For international transactions, the last three characters of the SWIFT/BIC code often represent the branch code. If you need to find the branch code for a specific bank in Thailand, you should contact the bank directly or check its official website.

Submitting Expenses

2. Detailed breakdown of: Net amount. VAT amount(s) (or equivalent, such as GST or TDS, depending on the country). VAT rate(s) applied. Total gross amount. The document must be labelled as an “Invoice.” 3. Currency Matching:

• When submitting your expense claim, please ensure that the amount to be reimbursed is entered in the local currency in which you are paid. You can refer to your agreement for details regarding your local pay currency.

4. Approval Process:

• After entering your expenses, seek approval from your line manager.
• For expenses requiring a Purchase Order (PO) from the client, reimbursement will only be processed once the PO has been obtained.

5. Bifurcating Bills:

• You have the option to categorise bills based on the provided options.
• If the given options don’t match your bill, select “Other” and provide details in the comments section.

6. Payment:

• Expenses will be pay in accordance with the payment terms in your contract.

Submitting Expenses in Jobdiva: If this is your first time submitting expenses, please request access to this section by emailing ask@xml-int.com. 1. Valid Invoices: When submitting expenses, ensure that you have valid invoices. These invoices should include:

• Your full name.
• XML entity and address as they appear on your employment agreement. e.g

• Invoice date.
• Invoice number.
• A clear description of the goods or services provided.

Daisy Duck - XML Ltd Derbyshire House, St. Chad's Street London WC1H 8 AG United Kingdom VAT number: 993097767

For expenses such as airfare, accommodation, and rental cars, please provide detailed invoices, preferably in XML format. For meals and incidentals, itemized receipts are required.

Please raise an invoice for these expenses along with an approval email from your line manager and you can send this to accounts@xml-int.com.

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IBAN

You'll find your IBAN and BIC on the first page of your paper statement. They're in the top-right corner, just below your sort code and account number.

Reporting Harassment & Getting Help Steps to Address Harassment:

1. Talk to the Offender: If it seems like a misunderstanding, address it directly for minor issues (e.g., explain why jokes are offensive).
2. Inform Your Manager: Report harassment, especially if customers, stakeholders, or team members are involved.

Contact HR Directly Report any type of harassment, including serious incidents or if your manager is involved. HR keeps everything confidential.

Disciplinary Action: Consequences depend on severity, ranging from counseling to termination.

Abuse-Free Workplace Policy

XML is committed to a work environment with respect for individual values and has a zero-tolerance policy against any form of harassment or discrimination. This includes race, gender, color, religion, and more. Addressing Harassment Harassment can be reported to managers or HR and may include bullying, intimidation, or victimization. Disciplinary actions vary from counseling to termination depending on the offence’s severity.

Sort Code

A sort code is a unique numerical code used to identify and route money transfers within a specific banking system. It is primarily used in the United Kingdom and Ireland to facilitate domestic transactions.

First time

1. On the Cascade main/home page, find the task "Please update Next of kin details" under My Task List Summary and click on it.
2. You will be redirected to a new window. In that window, click the "Perform Employee Data Entry" button.
3. Provide an emergency contact details.

Bank Details

First Time

1. On the Cascade main/home page, find the task "Please provide your banking details" under My Task List Summary and click on it.
2. You will be redirected to a new window. In that window, click the "Perform Employee Data Entry" button.

Change or Edit Bank Details

1. In the side menu, select the option “My record”.
2. Open the list and and select “Bank Details”.

• Account Name: Your full name.
• Bank Name: Name of the bank.
• Account number: account number.

Complete the complementary details

These data are necessary to guarantee payments. If incorrect data or omissions occur, payment is not guaranteed on the corresponding dates.

BSB (Australia)

A BSB code is a six-digit number used to identify the individual branch of an Australian financial institution. If you bank in Australia, you can find your branch's BSB code by signing into your online banking portal. BSB numbers are generally on the bank’s website, often included with a branch locator.

Bank/Institution Code

Institution Code is a bank code assigned by a bank supervisory body or a Bankers Association in a country to all its licensed member banks or financial institutions. A bank institution number is a three-digit number that refers to a specific bank.