2022-06-15_toni.vivian_TK-Process-Onboarding Contractor or Temporary Worker (1).docx

Instructions: Use the information below to identify when and how to utilize a consulting firm, individual 1099 contractor, or temporary workers through a staffing Agency. Requests for Contractor and Temporary workers are owned by the business leader.

Definitions

Agency Contractor/Temp - temporary help brought in, and paid, by a third-party agency (Like Robert Half).

Independent Contractor - temporary help brought in with a specific statement of work or project and paid via invoice, though AP.

Consulting Firm

A consultant group/service with one or more contractors under their umbrella working with TheKey and has a signed Master Services Agreement (MSA) with TheKey.

Contractors with the consulting firm are compensated directly from the consulting firm.

The consulting firm would submit invoices for work completed to the contract owner for processing and the firm is paid through the Finance Accounts Payable process.

When to use: Part of a scope of work contractors (Workday team for example) that were part of a preapproved contract and exit at end of project. Example: The Workday project utilizes a consultant firm and has multiple individuals working on the effort with TheKey.

Independent Contractor (1099)

An independent contract worker who submits invoices to the report to leader for work completed and is paid through the Finance Accounts Payable process.

1099 Contractors are not employees and are not eligible for TheKey benefits.

If the worker will have access to company data (client or employee information, financial data, etc.), a company laptop should be assigned to the individual.

When to use: Project based or could be volume/seasonal but should be reviewed on an ongoing basis. We only have visibility in HR if they are in Bamboo.

Agency Temporary Worker:

A staffing agency with one or more workers under their umbrella working with TheKey and has a signed Master Services Agreement (MSA) with TheKey.

Workers with the agency are compensated directly from the agency. They are not employees and are not eligible for TheKey benefits.

All staffing agency contracts are owned by the corporate Talent Acquisition team and agreements are not permitted to be created by a field leader or location.

The temporary worker submits timecards through the agency and the report to leader would approve the timecards. The agency would submit invoices through the Finance Accounts Payable process for payment.

If the worker will have access to company data (client or employee information, financial data, etc.), a company laptop should be assigned to the individual.

When to use:

Temp filling in while an approved FTE was being sourced and had a start/end date tied to an approved req.

Temp for a project with a start/end date.

Temp covering a LOA where a name of the person on LOA was included in Workday and then tracked with then LOA was over, temp exited.

Set-up

If hiring a Consultant under a Consulting Firm

Confirm there is a signed Master Services Agreement (MSA) on file with legal.

The contractor must complete a signed NDA form and comply with all applicable COVID vaccination requirements based on the state they are located. These items should be sent to Human Resources.

Submit the information grid below to Human Resources and IT. Include specific details to ensure that the worker is entered into the system correctly and the correct equipment and system access is granted.

If hiring an Independent Contractor (1099)

Work with legal if a custom contract is provided by the Contractor, or, use the Consulting Agreement template

Have the Contractor complete a W-9 Form

Submit the contract and the W-9 Form to AP-invoices@thekey.com to have the individual set up for payments

The contractor must complete a signed NDA form and comply with all applicable COVID vaccination requirements based on the state they are located. These items should be sent to Human Resources.

Submit the information grid below to Human Resources and IT. Include specific details to ensure that the worker is entered into the system correctly and the correct equipment and system access is granted. Company laptops will only be granted to workers who will have access to sensitive company data to complete their responsibilities.

If hiring an Agency Temp from an approved Staffing Agency

Contact Talent Acquisition to identify approved Staffing Agencies

Interview temporary worker candidates and select worker

Worker must complete a signed NDA form and comply with all applicable COVID vaccination requirements based on the state they are located. These items should be sent to Human Resources.

Submit the information grid below to Human Resources and IT. Include specific details to ensure that the worker is entered into the system correctly and the correct equipment and system access is granted. Company laptops will only be granted to workers who will have access to sensitive company data to complete their responsibilities.

Termination

Email HCAonboarding@thekey.com, ITsupport@thekey.com, and your business partner to inform them of the upcoming last day worked for the contractor and if they had been issued company equipment.

HR will terminate the individual from Bamboo.

IT will terminate system access and if company equipment was issued, send equipment shipping box and label to the address on file.

Communication to Hire

All information in the grid below is required to process a Contractor/Agency Temporary Worker

From: Hiring Leader

To: HCAonboarding@theykey.com and ITsupport@thekey.com

Subject: Contract set-up request: [Name]

Hello HR and IT, please set up the following contractor.

Signed NDA agreement attached.

Name(s)

Title | Contractor

Job Description | n/a

Contractor Work Email (not HCA email address)

Contractor Phone Number (not HCA phone number)

Employment Status | Contractor

FT or PT

Schedule (If part-time: expected hours)

Office/Location | Remote-[state]

Rate | n/a contractor (amount should be included in SOW or agreement template)

Report To Leader (must be HCA employee)

Division

Department

Effective Date or Date Started if started earlier than today

Notes and information for IT (HCA email needed, access, etc.)

If company equipment will be issued, include the full shipping address