---
title: Contractor Hiring Process
description: Process for hiring and onboarding contractors, including contract execution, IT setup, tax documentation, billing, and compliance requirements.
---
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2. [Employee Life Cycle](https://knowledge.zollege.com/sop-internal/employee-life-cycle?hsLang=en)
3. [Onboarding](https://knowledge.zollege.com/sop-internal/employee-life-cycle?hsLang=en#onboarding)
# Contractor Hiring Process
# Contractor Hiring Process
**Assigned To:** Ryan Smith, Sarah Dungan, Dan Tietz, Karen Morgan, Jessica Myers
**Category:** Employee Life Cycle
**Department:** People and Culture
**SOP Rule:** Cadence
**Status:** Approved by CEO and Implemented
## Purpose
This SOP outlines the contractor hiring and onboarding process to ensure compliance, consistency, and operational efficiency.
## Scope
Applies to all contractor hiring activities including contracts, onboarding, tax documentation, billing, and compliance.
## Definitions
- **Contractor:** Non-employee providing services under contract.
- **Onboarding:** Setup of accounts, documentation, and expectations.
- **Invoice Submission:** Contractor billing process.
- **Confidentiality Agreement:** Agreement protecting company information.
- **Bill.com:** Payment platform used for contractor payments.
## Responsibilities
- **People and Culture:** Contract issuance, onboarding coordination, compliance
- **Contractor Manager:** Contract approval, invoice approval, schedule oversight
- **Accounting:** Invoice processing and tax compliance
- **Contractors:** Contract signing, documentation, invoicing, policy adherence
## Procedure
### Step 1: Contract Signing
- Contract sent via Dropbox Sign
- Contractor reviews and signs
- Triggers onboarding process
### Step 2: IT Account Setup
- Email and system access created
- Slack and tools provisioned
- Access verified by admin
### Step 3: Tax Documentation
- Submit W9 (US) or W-8BEN (International)
- Forms sent to People and Culture
- Stored for compliance
### Step 4: Billing and Payments
- Contractor completes invoice template
- Invoice sent to Accounts Payable with manager CC’d
- Manager approves invoice
- Accounting processes payment via Bill.com
### Step 5: Working Hours and PTO
- Standard hours: 8:00 AM to 5:00 PM CST (unless agreed otherwise)
- Full-time contractors accrue PTO (4 hours/month, max 6 days/year)
- PTO requests submitted at least 2 weeks in advance
- Manager approval required
### Step 6: Holidays
- Observed holidays: New Year’s Day, Christmas Eve, Christmas Day
- Up to 3 additional local holidays allowed with approval
### Step 7: Confidentiality and Compliance
- Sign confidentiality and non-disclosure agreements
- Follow company policies
- Return all materials upon termination
### Step 8: Process Completion
- All accounts and documentation completed
- First invoice processed
- Contractor fully onboarded
## Tools and Resources
- Contractor Handbook
- Dropbox Sign
- Bill.com
## Revision History
- 1st Version: 04/18/25
- 2nd Version: TBD
- 3rd Version: TBD
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