How Fortis works

From assignment data to settled liability - one controlled process.

Fortis connects the information used to calculate worker pay with the payment made to the umbrella and the payment made to HMRC. Each stage is checked, reconciled and retained in a worker-level audit trail.

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The five stages

Every stage creates a control

A payment run should not be treated as ready merely because a file has been uploaded. At each stage Fortis records what was established, so the resulting evidence describes the process rather than summarising it afterwards.

  1. 01

    Agency data submitted once

    The agency or MSP submits the agreed assignment and payment data for every worker in the pay run. This can be provided through a secure upload or an integration with the organisation’s pay-and-bill platform.

    Control created

    A single source record linking worker, assignment, agency, umbrella, pay period and gross umbrella income.

    Professional Passport Fortis
    RMRavi MenonUser
    Import New Timesheets
    6 rows · 1 error · 1 warning
    Import CSV TimesheetImport from InTime
    Select Timesheet FileChoose fileaspen-week11-timesheets.csv
    Upload Timesheets
    BackSelect AllSelect NoneImport Timesheets
    SelectStart DateEnd DateNameContract RefTimesheet ValueExpense ValueErrorsWarnings
    08/06/202614/06/2026Ashworth, DASP-10421148.500.00
    08/06/202614/06/2026Bhatt, NASP-10431324.500.00
    08/06/202614/06/2026Corrigan, PASP-10441016.500.00
    08/06/202614/06/2026Delaney, WASP-10451260.500.00
    08/06/202614/06/2026Eastwood, RASP-10461092.0048.20Expense exceeds the agreed limit for this contract Press to Confirm
    08/06/202614/06/2026Fitzgerald, A-980.000.00No active contract found for this worker in the pay period
  2. 02

    Umbrella payroll calculated and validated

    The umbrella processes the worker’s gross-to-net calculation through Fortis. The system applies the relevant payroll configuration and checks that the output agrees with the data supplied. Missing information, inconsistent values and calculation exceptions are identified before the run is released.

    Control created

    Worker-level validation of pay, deductions, employer costs, margin and the amount due to the umbrella.

    Professional Passport Fortis
    TBTom BeddoeUser

    Payroll Details

    View and manage payroll run

    Back to Payrolls
    This payroll has been calculated and is ready to be posted
    Payroll Summary
    Calculate Post
    ModelGroup NamePay DateFrequencyStatusPeriodYearTotal Gross PayTotal RemittancePaid Date
    UmbrellaAspen Recruitment Ltd19/06/2026WeeklyCalculated112026-27£4,860.00£4,970.00-
    Payroll Entries
    EmployeeTax CodeGross PayTaxNI (EE)NI (ER)Net PayPayslip
    Ashworth, D1257L£1,176.00£154.46£61.78£161.98£797.78
    Bhatt, N1257L£1,352.00£184.38£73.75£188.38£905.49
    Corrigan, P1257L£1,044.00£132.02£52.81£142.18£716.99
    Delaney, W1257L£1,288.00£173.50£69.40£178.78£866.32
  3. 03

    RTI and liabilities reconciled

    The worker-level payroll position is aligned with the information reported through RTI. Fortis identifies the PAYE and NIC amount attributable to the agency’s workers and records the umbrella’s PAYE reference against the payment instruction.

    Control created

    A traceable connection between assignment data, payroll, RTI and the relevant liability.

    Professional Passport Fortis
    DWDana WhitcombeUser

    RTI Submissions

    Full Payment Submissions for the current tax period.

    2026-27 · Month 3
    RTI Submissions
    ReferenceSubmittedLast ResponseStatusPayroll RefPeriod EndTax YearTax MonthPayroll GroupFPS CountSubmissionResponse
    FPS-2026-04112026-06-18 17:42:092026-06-18 17:42:51Accepted104119/06/20262026-273Meridian Employment Ltd12
    FPS-2026-04122026-06-18 17:44:512026-06-18 17:44:52Accepted104219/06/20262026-273Halewood Payroll Services8
    FPS-2026-04132026-06-18 17:51:03Awaiting Response104319/06/20262026-273Stanton Umbrella Ltd6
    FPS-2026-04142026-06-18 18:02:27Awaiting Response104419/06/20262026-273Kingsway Employment Group4
  4. 04

    Funding split into two controlled routes

    Fortis produces separate instructions for the amount due to the umbrella and the PAYE/NIC amount due to HMRC. The relevant party authorises and makes those payments from its own banking arrangements. Fortis does not receive, hold or transmit client money.

    Control created

    Agency-funded tax is not released to the umbrella for later onward payment.

    All Liabilities
    MERIDIAN19/06/2026Ready to Resolve
    JSL Liability: £4,580.60Total Invoice: £14,550.00Umbrella Payment: £9,969.40DueDue 22/06/2026 · 3 days remaining
    HALEWOOD19/06/2026Resolved
    JSL Liability: £3,165.48Total Invoice: £9,988.00Umbrella Payment: £6,822.52ReceivedReceived 20/06/2026
    STANTON19/06/2026Awaiting Umbrella
    JSL Liability: £2,382.64Total Invoice: £7,513.00Umbrella Payment: £5,130.36Not dueDue 24/06/2026 · 5 days remaining
    KINGSWAY19/06/2026Open
    JSL Liability: £1,573.42Total Invoice: £4,970.00Umbrella Payment: £3,396.58Not dueDue 24/06/2026 · 5 days remaining
    Showing 1-4 of 4Prev1Next
    Close
  5. 05

    Payment evidenced and reconciled

    The HMRC payment is made under the umbrella’s PAYE reference. Fortis retains the payment details and reconciles the outcome back to the pay run, creating evidence by worker, umbrella, period and relevant party.

    Control created

    A complete calculation-to-payment audit trail and a clear exception route where any item does not match.

    Professional Passport Fortis
    PRPriya RaghunathanUser
    Payment & Reconciliation
    2 Awaiting
    UmbrellaPay PeriodPAYE AmountHMRC SettlementAgency ConfirmedStatusAction
    Meridian Employment LtdWeek 11£4,580.60 19/06/2026ReconciledInvoice 2
    Halewood Payroll ServicesWeek 11£3,165.48 19/06/2026ReconciledInvoice 2
    Stanton Umbrella LtdWeek 11£2,382.64 Pending SettlementConfirm Settled Invoice 2
    Kingsway Employment GroupWeek 11£1,573.42 Pending SettlementConfirm Settled Notify Payment Sent Invoice 2

Exceptions

What happens when something does not match?

A payment run should not be treated as ready merely because a file has been uploaded. Fortis highlights incomplete data, calculation differences, RTI mismatches, payment-reference issues and unreconciled items so they can be resolved before release or recorded as a controlled exception.

  • Hold the affected worker or payment item
  • Correct the source data or payroll output
  • Regenerate the relevant instruction
  • Record the action taken and responsible user
  • Retain the original exception and final resolution
Message Details
PAYROLL CALCULATEDACTION REQUIRED

Payroll Calculated - Ready for Review

A payroll has been calculated and is ready for your review. Please check and post when ready.
Referencepayroll #1041
CloseAcknowledge

Scope

What Fortis does - and does not do

Fortis does

Validate payroll data and calculations; produce split payment instructions; support RTI-to-payment reconciliation; record PAYE references; retain audit evidence; and surface exceptions.

Fortis does not

Employ the worker, replace the umbrella’s employment obligations, operate the agency’s bank account, hold client money or provide a blanket guarantee for liabilities outside the controlled process.

Fortis provides payroll-calculation, payment-instruction, reconciliation and compliance-support services. It does not provide legal or tax advice and does not receive or hold client money. The effectiveness of the process depends on complete and accurate data, correct operation of the agreed workflow, successful payment and allocation, and the proper handling of corrections and later liabilities. Organisations should obtain advice on their own legal and tax position.