Information for International Employers
As an international recruitment agency, a majority of our clients are overseas and require highly proficient Nannies to join their families. Our overseas clients have certain obligations to adhere to when appointing an international employee. As a responsible and ethical recruitment agency we are required to go through a detailed registration process with all of our overseas clients to ensure the safety and welfare of our candidates at all times. Please see below for more details.
An overseas employer is responsible for obtaining the appropriate work visa for their new employee. This includes ensuring that all related costs are covered.
Flights and work related travel expenses
The family employer is responsible for providing the initial flight over to the country of the family home at the commencement of the employment along with the return flight back to the employees home country at the end of the employment contract. The employer will also usually provide one return flight home per year for the employee to take their annual leave.
Overseas nannies are entitled to a minimum of 4-weeks paid holiday but we usually recommend 6 weeks to as this is a much more attractive arrangement for a Nanny working and living far away from their own family. National Bank holidays are also given or additional payment is made. Holiday time is taken at a mutually agreed time. If the family requires their Nanny to come on holiday with them, then this must be discussed and agreed prior to employment commencement.
Family travels times
All travels related expenses, meals and nanny?s weekly wage will also be covered by the family during any family travel times. If the Nanny is required to work overtime during family travel times then she should be paid overtime at an agreed hourly rate or rewarded time off in lieu to be be taken at an agreed time.
A suitable, comfortable separate bedroom/hotel room with access to a bathroom should be provided by the family during family travel times. Appropriate visas and travel/health insurance should also be provided by the family.
Standard working hours for Nannies overseas
Overseas nannies work on average 10 ? 12 hours a day, with 1 - 2 days off. Those hours can be negotiated and even stretched if agreed between the family and their nanny/governess. There are families who require 24hour cover - in such cases we always recommend having 2 nannies doing shift work - 3 days on and 3 days off.
Nanny duties for overseas Nannies
A Nanny is expected to undertake all nursery duties relating to the children only. This means providing care such as bathing, dressing and preparing nutritious meals, organizing stimulating activities and in some cases teaching English or another language (for Governesses)
Your Nanny will be expected to wash, iron and organize the children's clothes and belongings (if their is no maid service present in the home) She will ensure that toys are clean and safe, organised and tidied away at the end of the day, and the play area is kept clean and tidy. Live in overseas nanny will also ensure the children are active and social; for example she will organise play dates, attend baby classes, outings to the park, library etc.
She will use her knowledge and skills to further the children's development through play. A nanny will provide activities such as creative arts and crafts, construction play, singing, reading and other various learning opportunities. Please note she is not expected to do any housework, family cooking or any other chores not related to the children. A well rewarded Nanny will be very flexible and happy to muck in where needed for example, family PA duties, admin, caring for other children in the home ect
A private and separate bedroom and living area must be provided with a window. This should be separate to any maids living quarters and it must not be in the playroom, laundry room, storage room, garage or basement. A freestanding clean and comfortable bed with clean bedding must be provided. A sofa bed, mattress on the floor or fold out bed is not sufficient. The bedroom must be clean, insect free and of a good condition.
It is also recommended you supply the candidate with a desk, television and satellite TV, DVD player and access to the internet. A lock on the bedroom door is also recommended for security if the bedroom is position outside of the family home eg, Palace grounds
The nanny's food has to be provided and paid for by the employer. The employer should detail the types of food that the family normally purchase. The nanny should detail the types of food she likes to eat and if she has any special dietary requirements. The nanny is entitled to request certain foods set within a reasonable budget determined by the employer.
Paying your Nanny in the UK
Nanny Payroll and PAYE
All employers are required to operate a PAYE Scheme for their employee/s, deduct the Tax and National Insurance each employee owes to the state and pay it over to Her Majesty?s Revenue and Customs (HMRC) on the employee?s behalf. Nanny employers are no different and must collect the Tax and NI from the nanny each time she is paid and pay it over to HMRC.
According to the HMRC website these are the situations that dictate when you must pay your nanny under PAYE:
If you pay them more than £153 a week
If you pay your nanny more than £153 a week you'll have to operate PAYE.
If you pay them between £111 and £153 a week
If you pay your nanny between £111 and £153 a week inclusive and this is their only job and they don't get other taxable income, there are no tax or National Insurance contributions due, but you'll need to keep a record showing how much you pay them.
If you pay them less than £111 a week
If you pay your nanny less than £111 a week and they don't have another job elsewhere - or other taxable income such as a pension - you don't have to do anything.
If they have another job or other taxable income
If your nanny has another job - or other taxable income, such as a pension - you'll need to operate PAYE no matter what they earn. This is because their tax-free allowances will normally be set against the pay from their main job or pension, which means tax may be due on their earnings from you.
Employers are also responsible for administering Statutory Sick Pay and Statutory Maternity Pay if required, ensuring that they are reporting payroll activities to HMRC via Real Time Information, and from as early 2015 Auto Enrolment will come into force for nanny employers.
This may seems like a lot to take on, but one way of ensuring that everything is done and done properly is to subscribe to a nanny payroll service such as Nannytax. Nannytax has been providing comprehensive and complete payroll administration, providing peace of mind for thousands of nanny employers across the UK for over 20 years.
What does Nannytax do?
Register you with HMRC and operate a PAYE Scheme on your behalf
Calculate Tax, NI and any other deductions and provide payslips for when nanny is paid either weekly or monthly
Calculate what you need to pay to HMRC every quarter
Report to HMRC every time you pay your nanny
Process P60s, P45s, P11Ds and other tax related documents
Administer Statutory Maternity/Sick Pay and Benefits in Kind, as a when required
Nannytax also provides
The Nannytax Contract of Employment
Employment Law Support for a team of specialists at Nannytax Legal
An online Members Area for you to access and manage your account at Nannytax
Unlimited support and advice on a range of payroll and nanny employment issues
Additional services such as insurance for employers and nannies
Request more information
As part of our service, we will create a custom made employment contract for you to use for your placement. Generally it will include the job details and any terms of employment that you wish your nanny to agree to. We are very thorough and endeavour to ensure that all the important aspects of employing a Nanny are covered to accommodate for both family and employee. The terms and conditions of the contract should be discussed and mutually agreed to prior to being signed.
A contract is a legally binding employment document and should be treated as such by both parties. Changes are possible by mutual agreement. Please keep in mind that as the employer, it is your responsibility to provide a contract and to ensure that a PAYE arrangement is put in place to make sure that your Nanny is paid on time and that all deductions are taken for tax and national insurance contributions. There are companies who will operate a payroll system on your behalf and may also offer a contract that you can modify to fit your particular job offer. Some even offer legal advice as part of their payroll package.
Public Liability Insurance is not a legal requirement for nannies, however it is becoming more and more commonplace as professional nannies, by way of good judgement want to be responsible and provide peace of mind for themselves and their employers.
If anything were to happen to the children whilst they are in the nanny?s care, Public Liability Insurance provides crucial cover for legal costs and any possible compensation if the nanny were found to be at fault. Many nannies would not be in a position to pay these costs without insurance, so it is well worth discussing this with your nanny as accidents can and do happen. With a policy in place you and your nanny can feel confident in knowing that if the unthinkable happened and you did need to make a claim against her, cover is there.
Ofsted Registration for Nannies
While Public Liability insurance is not, at present, a legal requirement it is part of the mandatory criteria for Ofsted Registration. Nannies must have a valid policy in place in order to register. By employing an Ofsted Registered nanny, employers can use Childcare Vouchers to pay part of her salary.
Please visit the Ofsted website for more information.
Who pays for the nanny insurance
As the policy will belong to the nanny as the person who is covered by the insurance, often the nanny pays for her own insurance. Employers who wish their nanny to become Ofsted Registered so they can take advantage of Childcare Vouchers may offer to pay for the policy but this is at their discretion. Often employers and nannies will split the cost if they decide both parties benefit.
Please bear in mind that regardless of who pays, it will always be the nanny?s policy and if she were to leave the employment the policy would go with her. Also, as such, the nanny herself needs to make the application. Employers who pay for the policy should also be aware that insurance would be classed as a taxable benefit and would need to be declared as a Benefit in Kind.
Where to get a nanny insurance policy
A good selection of policies are available for nannies working with children from newborn to age 17, most are priced from £60-£90, offering a variety of benefits and levels of indemnity. A quick internet search will turn up a good selection.
PLEASE CONTACT US FOR ANY OTHER INFORMATION REGARDING HIRING A NANNY IN THE UK