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Contractor onboarding checklist: Required documents

Mar 16, 2020

Wendy Kennah
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Wendy Kennah
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Entering the gig economy can be a highly rewarding business strategy -- yet, organizations that do so without the proper governance measures in place or fail to collect the necessary onboarding documents required for contingent workers, are leaving themselves vulnerable to unforgiving tax, financial, legal and branding risks.

While contingent workers introduce greater flexibility and substantial cost savings into an organization, this type of model also carries operational risks and additional administrative pain points that come with contingent workforce management. As such, it’s critical for organizations to verify compliance records and remain diligent in the collection, verification and management of these documents – while also providing a painless and engaging onboarding experience. 

When engaging contingent labor in Canada, here is a breakdown of the required documents your organization, or your staffing partner, should be obtaining as they relate to a contractor’s status:  

Incorporated  

Government status requirements
Articles of Incorporation 

  • GST/HST number
  • Work permits (where applicable, I.e. foreign worker compliance) 
  •  

Security requirements
Background check, as required by nature of the work 
References verified
Verify identity of assigned worker 

Documentation requirements
Consultant contract agreement
Business payments info (verified)
Client specific forms (NDA, Code of Conduct, Foreign Corrupt practices)
Contingent worker agreement form  

Client specific requirements
Code of conduct
Non-disclosure & confidentiality agreement
Acceptable use / computing policy
Technical support acknowledgment
Information exchange authorization
Completion of mandatory training
Contractor terms 

Partnership

Government status requirements
Proof of partnership
GST/HST number
Work permits (where applicable, I.e. foreign worker compliance) 

Security requirements
Background check, as required by nature of the work 
References verified
Verify identity of assigned worker  

Documentation requirements
Consultant contract agreement
Business payments info (verified)
Client/Organization specific forms (NDA, Code of Conduct, Foreign Corrupt practices)
Contingent worker agreement form  

Client/Organization specific requirements
Code of conduct
Non-disclosure & confidentiality agreement
Acceptable use / computing policy
Technical support acknowledgment
Information exchange authorization
Completion of mandatory training
Contractor terms 

Sole Proprietor

Government status requirements
Proof of sole proprietor
GST/HST number
Work permits (where applicable, I.e. foreign worker compliance) 

Security requirements
Background check, as required by nature of the work 
References verified
Verify identity of assigned worker  

Documentation requirements 
Consultant contract agreement
Business payments info (verified)
Client/Organization specific forms (NDA, Code of Conduct, Foreign Corrupt practices)
Contingent worker agreement form  

Client specific requirements
Code of conduct
Non-disclosure & confidentiality agreement
Acceptable use / computing policy
Technical support acknowledgment
Information exchange authorization
Completion of mandatory training
Contractor terms 

An friendly and seamless onboarding program is crucial to providing the type of candidate experience that opens up your organization as a top choice in an employment market where talent has the upper hand in choosing how and where they want to work -- But keeping compliant is even more crucial to keeping your organization open.  

To learn more about how competitive organizations are managing contingent worker risk, download our free white paper: A Checklist for Contingent Worker Risk: DOWNLOAD CHECKLIST

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