Welcome to your manager’s guide to all things contractors!
On this page, you will find guidance on how to effectively onboard and manage a contractor, regardless of contractor type. As a manager, your role is key to ensuring that as a business we onboard and manage contractors in a way that mitigates commercial, legal, tax and IT security risks, whilst ensuring the business need to keep operating and deliver service is also met.
If you are new to the Contractor Management process, please take the time to review these materials.
The Overview section provides context on why contractor management is important, the different contractor types and how to handle accordingly. This will also assist in knowing which fields to check and complete for placement and onboarding through Eploy.
There are a full set of processes to guide you through each process step by step, and procedures to help you to perform each step. These cover the main processes that as a manager you are required to follow.
- Vacancy Management
- Contractor Status Reviews
- Contract Extensions
You can view, download and print any of these documents, which you may especially useful the first few times you follow the process.
If you experience any issues following these processes or have any suggestions on how the processes or this guidance could be further improved, you will find details under the Support & Feedback section below.
Contractor Management Overview
This document covers:
Why have a Contractor Management process?
The main elements of the process
A summary of contractor types to know the differences and how to handle accordingly
The main information specific to onboarding and managing contractors
Your responsibilities as a manager
Click here to access the Contractor Management Overview document for managers.
The Contractor Engagement process enables the onboarding of contractors in a manner compliant with the Society’s contractor management policy.
This process applies to the onboarding of direct (self-employed), Personal Service Company (PSC), agency and temp contractors.
Click here to acccess the Contractor Management Engagement Process document.
The Society definition of a contractor is an individual who undertakes work for us but is not on our payroll. Do not confuse a contractor with an employee / colleague, whether on a fixed term (FTC) or permanent contract. We employ colleagues, we contract contractor’s services.
You can find full definitions of the contractor types in the Contractor Managerment Overview section
Service Contractor Engagement
The Service Contractor Engagement process enables the onboarding of service contractors in a manner compliant with the Society’s contractor management policy.
This process applies to the onboarding of service contractors.
Click here to access the Service Contractor Engagement Process document.
Contractor Status Reviews
The Contractor Status Review is undertaken by the manager of the contractor status to confirm there have no major changes since contract start that could expose the Society in terms of employment law and tax.
The review is every 3 months and will usually take no more than a few minutes to complete. The review date in IFS is system calculated as 3 months from the original contract start, with further reviews required every 3 months after that. If the contract is less than 3 months, the review date will default to match the contract end date.
Important - If the contractor has an AD account, this will be automatically disabled if the Status Review has not been marked as complete by the review date. If the review date has passed and the review is then marked complete in IFS, then the AD account can then be re-enabled.
Click here to access the Contractor Status Review document.
Contractor Personal Changes
The Society does not have the same requirement to hold personal information on a contractor that it does for an employee. However, as a manager you are required to maintain accurate personal contact information in IFS for direct contractors and those under a Personal Service Company (PSC).
The guidance below will help you to submit a personal change request.
The contractor personal change process applies to the following.
- Change of name.
- Change of address.
- Contact details – email address, phone numbers.
- Next of kin.
Not all personal details are applicable to all contractor types. For a direct contractor, all personal details are applicable. For all other contractor types, the name is applicable, with other personal information optional but recommended.
Click here to access the Contractor Personal Changes document.
Contractor Contract Extensions
The Society’s contractor management process requires managers to review whether an extension to the current contract is appropriate, and then submit either an extension request or termination form depending on the decision. If the contractor is being terminated, follow the Contractor Termination Process.
Click here to access the Contractor Contract Extensions document
The Society’s contractor management process requires all contractors to be terminated from the IFS system before contract end date.
Once you have made the decision to terminate a contractor, follow the Contractor Termination Process.
Click here to access the Contractor Terminations process document.
Click here to access the Contract Termination Form.
Support & Feedback
If you have any queries regarding this process or systems, send a mail to firstname.lastname@example.org.
If an agency or candidate has any queries regarding this process or systems, send a mail to email@example.com.
This email address is monitored by the Society Resourcing team. If they cannot answer your query, it will be passed on to the relevant person to handle and respond to you.
If you have any suggestions on how we can further improve these processes or guidance, please click here and then submit your comments. If you would like to receive feedback on your query, please include your name and work email address.