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