On this page you will find all the information regarding the service that Maynard Johns are offering during the coronavirus pandemic.
We also have information pages for the following:
Support for Business during the coronavirus pandemic. This covers the Coronavirus Job Retention Scheme (CJRS), the Self-Employed Income Support Scheme (SEISS), Bounce Back Loans, Rate Relief Grants and more
Lockdown Update from Maynard Johns
As the government last night announced further restrictions and another national lockdown, we have reviewed our service arrangements and would like to update you with how we will continue to provide the services you require during these challenging times.
We are still working…
Unfortunately, we have had to take the decision to close our office to the public. However, we know that many of you still need to drop off and pick things up so to enable clients to make essential visits to the office you can book an appointment with our reception team.
Appointments to make essential visits to the office will be available between 10:00am and 1:00pm and between 2:00pm and 4:00pm from Monday to Friday.
We would request that, where possible, you send in any records electronically. We can provide you with a secure portal if you do not wish to use email. If this is not possible, please deliver small records using the post box on the side of the building rather than booking an appointment.
Incoming post will still be checked regularly, but will be subject to a quarantine period to keep staff safe, so please use email where possible for urgent queries or contact the office to discuss your requirements.
If you have booked an appointment, our locked door policy continues, so please arrive at our office at your arranged time, ring the doorbell and wait for our reception team to answer the door and step back to a safe point before entering. Only one person may enter our office at a time, and we would request that masks are worn by all visitors.
Our telephone lines are open as normal between 9:00am and 5:00pm Monday to Friday.
You may still see staff in the office if you walk past, but to ensure everyone’s safety, they will be unable to open the door without arrangements being made in advance.
…but from home
All the team at Maynard Johns are working at full capacity remotely from their own homes. We are now fully equipped with our I.T. and phone systems to provide you with a full service with staff working away from the office.
Please remember that we do have a 72-hour quarantine procedure in place for any physical records being dropped into the office, so no work will be carried out until this isolation period has passed.
Remote working and staff having to visit the office to drop off and collect work means that there may be some delays in our normal workflow timings to accommodate these restrictions, particularly on physical records, which may have an impact on how quickly we are able to complete work.
If you think this may affect you, especially with the 31 January deadline fast approaching, please contact the office to discuss your circumstances.
Please note that staff follow all data protection and confidentiality requirements when removing records from the office.
To ensure that all staff and clients are kept as safe as possible we would ask that all of our clients follow government guidance with regards to keeping safe and self-isolating where necessary and not visiting the office if you are required to self-isolate due to contact with Covid-19.
Please wear a mask when you visit our office
New government guidance comes into effect this week requiring people to wear face masks in shops, supermarkets and on public transport.
It also states that face masks are recommended in enclosed public spaces where you may see people you don’t normally come into contact with. We believe that our offices meet this requirement.
We are therefore asking that anyone visiting our offices from Friday 24 July 2020 wear a face mask when they are on our premises.
This is one of the varied safety measures we have put in place to help keep our clients and our staff safe. Our safety guidance is under constant review and changes regularly in line with government advice.
Thank you for your support and assistance in following the guidance to stay safe. All other precautions for keeping safe remain the same.
Changes to office opening hours – we are open from Monday 15 June
Following the government’s announcement that non-essential businesses will be able to start opening from 15 June, we are delighted to let you know that we will be starting to staff our offices with a skeleton team from Monday 15 June 2020.
Initially, we will be working with a locked door policy to ensure staff and clients are safe. We have a doorbell in place at the main office door that you can ring, and a member of staff will come and let you in. Please note that we will only allow one person into our offices at a time and only into the entrance area in reception to ensure we can follow current social distancing rules.
In our reception area we will have a clear barrier in place on the desk between you and our staff to keep everyone safe. We would ask that once the door is unlocked you wait to allow the staff member time to return to their desk behind the screen or step back more than 2m before entering.
There will be a clearly signed area for records to be left and no need to come any further into our offices. There is also hand sanitising gel should you need it and the area, door handles and bell push will be cleaned down after each visitor.
We would still ask that, where possible, you send us your records in a digital format but you will no longer need to book an appointment to drop your records in, you can just ring the bell and wait for us to open the door. The office will be available for deliveries and collections between 10:00am and 4:00pm to accommodate social distancing and staggered start and end times.
From 15 June 2020 we will have a receptionist answering the phone on the normal number of 01237 472071 during our normal office hours of 9am to 5pm. Although we are able to transfer calls to staff still working at home using this number it may not be as smooth as if we were all physically present in the office and we ask you to bear with us as we all start to work in this new way. Our mobile number will not be use from the 15th so that the staff are free to answer the main landline.
As government advice is still to work at home where possible, there will only be a very small number of staff working from the office, with the rest of the team still working from home. We do hope that as government guidance changes that more staff will return to the office, although we do anticipate some of us working from home for some time to accommodate social distancing requirements.
As the lockdown continues we wanted to update you on what we are doing to be able to continue our services as normally as possible whilst complying with government safety advice.
Our service to you
Now we are in a new tax year many of you will need our help whether it’s for accounts and tax returns, VAT or tax credit claims and we wanted to assure you of the steps we have in place to protect you and our staff.
- We encourage you wherever possible to Email your details to us, or, in the case of businesses using cloud software such as Xero simply tell us the year end is ready. We do not need to receive paper records in these instances.
- We can provide a personalised safe and secure portal for the upload of documents and data keeping it safe. Many of you use this already but if not, please just ask.
- We are carrying out our meetings and discussions either by phone or video conferencing to keep in touch with you so you still get to see us.
- Documents that need signing can be sent via our portal for online approval so we don’t have to use the postal service. We are able to submit documents on your behalf remotely.
- All records will be quarantined for 72 hours before being moved after delivery or being returned to you.
We continue to review our processes as the situation changes but we believe that with the adoption of these measures we can continue to offer our services fully whilst keeping you and our staff safe.
Please, therefore, do not hesitate to get in touch if it’s time for your work to be completed.
As there will be no-one in the office to answer the telephone from 1 April, please email your accountant with your queries and they will call you back:
Jane Maynard – [email protected]
Alistair Maynard – [email protected]
Edward Johns – [email protected]
Chris Williams – [email protected]
Jane Powell – [email protected]
Our bookkeeping and VAT work continues as normal. If you have any queries, please contact us by emailing [email protected]
During this period all Xero support will be carried out by our sister company, Cirrusli. Please email all queries to [email protected].
Our payroll services will be fully operating during this time. Our payroll bureau will also be working remotely so please continue to email [email protected] for assistance.
As our payroll department is now based remotely, all communications and payroll data will now have to be transmitted electronically. There will be no further drop-offs of information or collection of wage slips etc from our offices.
Given the restrictions moving forwards, there may be some delays so please do not leave sending us your information to the last minute. Please help us continue to provide you with a great service.
If we are currently holding any of your records at our offices that you think you may need back, please contact the office to arrange collection before 31 March 2020.
31 March and 5 April Year Ends and the New Tax Year
Many of you will be aware that it is either your business year-end approaching or the start of the new tax year and we get many of you dropping your books and records into our offices at this time of year. If you wish to let us have your books and records, please email your accountant and we will arrange for this to take place in a safe and controlled way.
Our aim is to ensure that Maynard Johns continues to support you through these difficult times. We may be working in a slightly different way over the coming weeks and months but we are still here, working away to help you keep your business moving in the right direction.
If further restrictions are put into place in the coming weeks and months some of this information may change (especially if movement becomes further restricted), but we will do our best to continue to provide the level of service you expect whilst keeping you and our staff as safe as possible and we will keep you informed of changes to our service provision as they happen.
If you have any queries, please contact us.