The first part of the claim process is a meeting to discuss any projects you think might contain R&D work. It will always be easier for us to have received the project documentation and any other documents we are likely to need to discuss before the meeting.
Employees
To place a value on the effort expended on R&D, it is necessary to understand the accurate daily or hourly cost of each individual in the year. This information is most accurately collected and analysed at the end of the year. To do so, the following are needed:
- Employer payroll PAYE reference (format: 999/99999)
- Payroll information per person, per accounting period or period of accounts:
- Gross taxable salary
- Employer NIC
- Employer pension contributions
- Employee NIC
- PAYE tax
- Any cash benefits
- Contracted hours worked
- Full-time or part-time, for part-time the percentage of hours worked in general, and not just time spent on R&D projects
- Annual leave allowance
- Any starters or leavers, for each person:
- Start date/ Leaving date (if this is within the period of accounts)
- The amount of R&D incurred expenses reimbursed to the employee by the company. This excludes the use of business credit cards and accounts settled by the claiming company.
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External staff – from a connected company
- If workers are employed by an associated company please provide all of the information for employees listed above
- Please provide the Employer PAYE Reference for the connected company’s employees
- Please confirm the associated cross charge amount between companies related to these costs
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External/ agency staff – from an unconnected company
- If workers are employed by an external source, please provide that company’s PAYE reference and all the information above
- Invoices (at least samples) are usually needed
- Hourly/daily rates and roles of each worker should be provided
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Company details for the Additional Information Form
For the additional information form to be submitted, there is some extra basic company information that needs to be supplied to HMRC.
- Company name
- Company registration number
- Unique Taxpayer Reference (UTR). The same one as your tax return.
- Employer PAYE reference number
- VAT registration number
- Business type. e.g. your business SIC Code
- Details of the agent who has prepared your claim (R&D Tax)
- Accounting period start and end dates
- Name, role and contact details of the company’s main R&D contact
- The scheme you are claiming under, SME or RDEC. The differences in the schemes can be found here.
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Accounting Documents
You might need to ask your accountant to provide some of this information.
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- Draft / Final Accounts – if draft, at least to the point R&D related expenditure is stable
- Draft tax computations – before applying R&D tax relief
- Final tax computations for the previous claim year
- Confirmation if Employers NIC Allowance (currrently £5000) per annum has been claimed for the period
- The company’s SIC Code
- Full details of connected companies, including the ownership and or control shares of each company
- Any information relating to grant-funded work
- The awarding organisation
- The grant application and award documentation
- Time records for staff involved in the grant-funded projects
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Accountant
- If your accountant has changed since your last claim, or if you are a new customer, please let us know the current company you use and the contact details for the relevant person. Please let them know that you authorise them to share information with us.
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