The office cannot process a new subcontracting arrangement accurately if the essential details remain in a site supervisor’s head. An informal start may seem convenient, but it leaves the administration team trying to reconstruct the agreement later.
Businesses arranging support with RCT contract registration through MyRCT should begin with a clear internal handover. The aim is to give the person handling the administration a consistent account of the subcontractor, project and agreed work.
Capture the agreement at its source
The person engaging a subcontractor is usually best placed to explain the scope. Give that person a short intake form rather than expecting the office to infer details from an invoice description.
Include the correct business identity, project location, agreed description of work and the relevant commercial information. Where an item is uncertain, flag it explicitly and identify who will confirm it. A visible question is easier to resolve than an assumption hidden inside a completed form.
Use a description another person can understand
Descriptions such as “works on site” offer little help when a business has several crews or phases underway. Record the actual activity and connect it to the appropriate project reference. Keep the wording consistent with the underlying agreement.
This is an administrative habit, not a substitute for deciding whether an arrangement falls within RCT. Where the treatment is uncertain, resolve the question with an appropriately qualified adviser using the facts of the engagement.
Define when the handover is complete
A form being sent does not necessarily mean it is ready to process. Use a simple status system such as awaiting details, ready for review and confirmed complete. Assign an owner to outstanding questions so they do not disappear between the site and the office.
- Confirm the project reference is correct.
- Check the business details against the supplier record.
- Resolve unclear scope descriptions.
- Identify the authorised office contact.
- Record where the supporting agreement is stored.
Keep registration separate from payment approval
Revenue’s process includes contract and payment notifications. A contract notification is needed before payments under that contract can be notified. Refer to Revenue’s official notification guidance for the requirements.
Internally, keep a record of the completed setup so that payment staff know which project information to use. The commercial approval of a later invoice is another step and should have its own clear instruction.
Improve the form using real queries
After the first few handovers, review the questions the office repeatedly asks. Add useful prompts and remove fields that nobody understands or uses. A short form completed accurately is more valuable than a detailed one routinely bypassed.
Clear handovers help site staff return to the work they supervise and give administrators a reliable basis for processing. As the number of projects increases, that consistency becomes an essential part of keeping the business organised.
