HR Supplier Handbook

HR SUPPLIER HANDBOOK

Supplier Name:    Handbook Issue Date:

Supplier Representative Information

Position Information (Primary Contact)

Anticipated Onsite Start Date:    Compensation / Billing Rate:

Employment History (Primary Contact)

Employer 1

Employer 2

Education

Graduation Date:

Professional References

Reference 1

Reference 2

Reference 3

Supplier Handbook Policies

Code of Conduct: Supplier and its personnel must conduct business ethically and lawfully while on client premises or representing client interests. Prohibited behavior includes discrimination, harassment, theft, and use of illegal substances. Supplier will ensure personnel comply with client site rules and applicable law.

Confidentiality & Intellectual Property: Supplier will treat all proprietary information received from the client as confidential. Supplier shall not use, disclose, or retain confidential information except as required to perform contracted services. All work product created for the client is the client’s sole property unless otherwise agreed in writing.

Data Security and Privacy: Supplier must implement and maintain administrative, physical and technical safeguards to protect client data. Supplier will promptly report any data breaches affecting client data and cooperate with incident response and remediation efforts.

Health, Safety and Site Access: Supplier must ensure personnel complete any mandatory safety training and follow site-specific safety protocols. Supplier is responsible for the conduct and safety training records of its personnel and subcontractors.

Anti-Bribery and Anti-Corruption: Supplier certifies that it will not engage in bribery, facilitation payments, or corrupt practices in connection with client business. Supplier will notify the client of any request or demand that violates this policy.

Insurance & Indemnification: Supplier shall maintain insurance coverage as required by the parties’ commercial agreement and indemnify the client for losses arising from Supplier’s negligence, willful misconduct, or breach of contract. Evidence of insurance and policy limits must be provided upon request.

Subcontracting: Supplier will not subcontract any portion of services performed on client premises without prior written consent. Supplier remains fully liable for the acts and omissions of any approved subcontractor.

Non-Solicitation: Supplier shall not solicit or hire client personnel for a period of 12 months following termination of the assignment without prior written approval of the client. Breach may result in liquidated damages as set in the parties’ commercial agreement.

Audit and Recordkeeping: Supplier will retain records related to performance of services, payroll, background checks and required certifications for at least four years and will permit client audits upon reasonable notice during normal business hours.

Payment Terms and Invoicing: Payment terms will be governed by the supplier agreement. Invoices must reference the client purchase order and include detailed time or deliverable descriptions. Disputed invoices must be raised in writing within 30 days.

Legal Disclosures

At-Will Employment Statement (Worksite Personnel): Where supplier personnel are assigned to client facilities as temporary on-site workers, such personnel remain employees or agents of the supplier. The client’s statements in this handbook regarding onsite policies do not create any employment relationship between the client and supplier personnel.

Equal Opportunity Statement: Client and Supplier each shall not discriminate in employment or service delivery on the basis of race, color, religion, sex, national origin, disability, age, or other protected characteristics under applicable law.

Background Checks, References and Certification

Supplier authorizes the client, directly or through an agent, to verify any information provided in this handbook acknowledgment and to obtain background checks, criminal record checks, and reference verifications for personnel assigned to client sites where permitted by law. Supplier will obtain necessary consents from its personnel prior to client checks.

Applicant Certification: I certify that all information provided in this Supplier Handbook acknowledgment is true, complete, and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation may result in denial of access to client facilities or termination of any assignment.

Insurance Information

Coverage Limits (General Liability):

Acknowledgment and Agreement

By signing below, the supplier representative acknowledges receipt of this HR Supplier Handbook, agrees to abide by the policies contained herein when performing work for the client, and certifies authority to bind the supplier to these acknowledgments. This acknowledgment is not a substitute for any master services agreement, and obligations under such agreement survive.

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