Welcome to your manager’s guide to all things contractors!
Here you will find guidance on:
- How to recruit a contractor
- How to bring a contractor on board via our society systems
- The implications if contractors are not managed in line with legal and tax risks
- Your role and responsibilities
The Overview section provides context on why contractor management is important, the different contractor types and how to handle accordingly. Please review this, as it will provide context into why we have a contractor process.
After the overview section, you will find step-by-step guides on how to carry out your tasks and responsibilities for managing your contractor.
You can view, download and print any of these documents, which you may especially useful the first few times you follow the process.
Contractor Management Overview
Overview for managers:
This overview covers
What is a contractor?
Why have a contractor process?
Your responsibilities in this process
Click here to access the Contractor Management Overview document for managers (Head Office & other groups).
Click here to access the Contractor Management Overview document for Travel (PTA's).
How to Recruit and Onboard Direct Contractors, Agency Contractors, Temps and Service Contractors
There are different processes for some types of contractors so please ensure you understand the different contractor types and which type your contractor falls into. Please select the relevant documents below:
Click here to access the Step by Step Process document for Direct Contractors, Agency Contractors and Temps
Click here to access the Step by Step Process document for Service Contractors
Click here to access the Step by Step Process document for Travel – PTAs.
How to Conduct Status Reviews and Why They Are Important
The Contractor Status Review is undertaken by the manager of the contractor to confirm there have been no changes in the type of work the contractor is doing that could expose the society in terms of employment law and tax.
For example, at the start of work with us, a contractor could be deemed as ‘outside of IR35 law’, but over time the contractor’s responsibilities could change and could fall into the realm of ‘inside the IR35 law’. Therefore it is important to review the status every 3 months.
The review takes usually 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.
Click here to access the Step by Step Status Review document which will explain how to conduct this.
How to Submit Personal Changes and Contract Extensions and How Terminate Your Contractor
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 contractor personal change process applies to the following.
- Change of name.
- Change of address.
- Contact details – email address, phone numbers.
- Next of kin
Click here to access the Contractor Personal Changes document.
We require managers to review whether an extension to the current contract is appropriate for the contractor and then submit either an extension request.
Click here to access the Contractor Contract Extensions document
We require all contractors to be terminated from the IFS system before the contract end date.
Once you have made the decision to terminate a contractor, follow the Contractor Termination Process.
Click here to access the Terminations process document.
Click here to access the Termination Form.
Support & Feedback
Please reach out if you are in need of support or guidance.
If you have any queries regarding this process or systems, please email Aly.Hull@midcounties.coop or Elliot.Bateman@midcounties.coop.
The Resourcing team will handle any queries regarding contractors.
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.