HR Vendor Guidelines

HR VENDOR GUIDELINES

Vendor Identification

Vendor Legal Name

Doing Business As (if applicable)

Vendor Address

Tax Identification Number / EIN

Primary Contact

Contact Name

Contact Title

Phone

Email

Scope of Services

Describe the services to be performed for HR functions. Include deliverables, frequency, and any personnel access to employee data.

Compliance and Vetting Requirements

Vendor confirms that all personnel assigned to provide services comply with the following requirements (check all that apply and provide evidentiary documentation upon request):

Criminal background checks consistent with role requirements

Prior employment verification

Education verification where applicable

Drug screening (if required by position)

Government-issued ID verification

If any checks are not performed, state the alternative controls and justification:

Data Protection, Confidentiality, and Privacy

Vendor shall maintain administrative, physical, and technical safeguards to protect personal and confidential information. Vendor must promptly notify HR of any suspected or actual data breach affecting Company data.

Describe data handling procedures, storage locations, and encryption controls:

Is personal data transferred outside the country of origin?

Yes No

Insurance, Indemnity and Liability

Vendor shall maintain insurance as required and list primary policy limits below. Vendor agrees to indemnify and hold harmless Company for claims resulting from Vendor's acts or omissions in performance of services.

Commercial General Liability - Minimum Limit

Professional Liability / E&O - Minimum Limit

Workers' Compensation Policy Number (if applicable)

Proof of insurance will be provided upon contract execution and on each renewal. By checking the box below, Vendor certifies required insurance is in force.

I certify that the insurance described above is currently in effect and will be maintained during the term of services.

Subcontracting

Subcontracting is permitted only with prior written approval. Vendor remains fully responsible for subcontractor compliance with these guidelines.

List proposed subcontractors and scope of work (if none, enter N/A):

Training and Onboarding

Vendor personnel assigned to HR-related tasks must complete Company-mandated training prior to access. Vendor will retain records of completed training for audit.

Security and data privacy training

Equal employment opportunity and harassment prevention training

Role-specific compliance training

Reporting, Escalation, and Audits

Vendor shall designate an escalation contact and respond to HR inquiries within the agreed SLA. Company reserves the right to audit Vendor records related to provision of services and compliance with these guidelines.

Primary Escalation Contact

Audit and document retention period (in months):

Billing and Payment

Billing contact and payment terms. Submit invoices in accordance with the contract; invoices must reference purchase order and service dates.

Billing Contact Name

Billing Address

Payment Terms

Termination

Either party may terminate services for cause upon written notice. Vendor shall remove access to all systems and return Company data within the period specified below.

Termination Notice Period (days)

Data return or secure destruction timeframe (days):

Certifications and Acknowledgements

Vendor certifies the accuracy of information provided and agrees to comply with all applicable laws, regulations, and Company policies applicable to HR services.

No conflict of interest with existing Company relationships

Vendor represents it is not subject to economic sanctions or debarment

Vendor will comply with applicable export control and data transfer restrictions

Vendor Representative Personal Information

Full Legal Name:

Address:

Phone:

Email:

Position Information

Job Title

Department

Reporting Manager

Start Date

Employment History (Most Recent)

Employer 1 - Company Name

Title

Dates of Employment (Start - End)

Primary Responsibilities

Reason for Leaving

Employment History (Previous)

Employer 2 - Company Name

Title

Dates of Employment (Start - End)

Primary Responsibilities

Reason for Leaving

Education

Highest Degree

Institution

Graduation Date

References (Professional)

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

Legal Disclosures

At-Will Employment Statement: Nothing in these vendor guidelines constitutes an employment agreement between Vendor personnel and Company. Any Company hiring decisions are governed by the Company’s hiring policies and applicable law.

Equal Opportunity Statement: Company is an equal opportunity provider. Vendor must not engage in discriminatory practices in staffing or subcontracting and must ensure compliance with applicable employment nondiscrimination laws.

Applicant Certification & Authorization

I certify that all information provided in this document and any attachments is true, accurate and complete to the best of my knowledge. I understand that false statements may be grounds for rejection of this vendor relationship or termination.

I certify that the information provided is true and accurate.

Authorization to Contact Previous Employers and Conduct Background Checks: Vendor authorizes Company and its agents to verify all information provided and to conduct background checks on Vendor personnel assigned to Company. Vendor also authorizes prior employers and references to disclose information as permitted by applicable law.

I authorize background checks, verification of employment, education and references as described above.

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