HR Vendor Management Packet

HR Vendor Management Packet

Vendor Identification

Vendor Legal Name:

Corporation Limited Liability Company (LLC) Partnership Sole Proprietor Nonprofit Other

Primary Contact / Authorized Representative

Phone:     Email:

Services, Scope and Position Information

Services to be provided (concise description):

Estimated Engagement Start Date:     Estimated End Date (if applicable):

Personnel Qualifications / Employment History

Provide employment history for key personnel who will perform services. Attach additional pages if required.

Dates Employed:

Dates Employed:

Education

Graduation Date:

Professional References (Provide three)

Phone:     Email:

Phone:     Email:

Phone:     Email:

Insurance, Certifications, and Attachments

Indicate types of insurance maintained (check all that apply):

Commercial General Liability Professional Liability (Errors & Omissions) Workers' Compensation Cyber Liability / Data Breach

Policy Expiration Date:

Certificate of Insurance (COI) Tax Forms (if required) Background Check Authorization Forms Other (describe)

Background Checks, Authorization and Acknowledgments

Vendor acknowledges that personnel performing services under this engagement may be subject to background and reference checks, drug screening, and verification of credentials. Vendor hereby certifies that it will:

1. Obtain and maintain written consent from applicable personnel authorizing employment verification and background screening prior to assignment.
2. Provide copies of signed authorization forms and any adverse adjudications to HR upon request.
3. Remove or replace personnel who fail required checks or who do not comply with client policies.

Vendor authorizes the company and its agents to contact prior employers, professional references, and other relevant parties to verify the information provided in this packet and to conduct background inquiries necessary to evaluate suitability to perform services.

Consent to background checks and verifications: Vendor consents

Data Security, Confidentiality and Privacy

Vendor shall maintain administrative, technical and physical safeguards to protect confidential personnel data, ensure secure transmission and storage of personal information, and restrict access to authorized personnel. Vendor agrees not to disclose, reproduce or retain data beyond the scope required to perform contracted services, except as required by law.

Vendor must report any data breach or unauthorized disclosure involving company data within 48 hours of discovery, provide remediation plans, and cooperate with investigations and notifications.

Compliance, Indemnity and Audit Rights

Vendor represents that it will comply with all applicable federal, state and local laws, including employment, non-discrimination, wage and hour, and workplace safety laws. Vendor shall indemnify, defend and hold harmless the company, its officers and employees from and against any claims, liabilities, losses or expenses arising from Vendor’s breach of this packet or applicable laws.

The company reserves the right to audit Vendor records relating to services, personnel qualifications, background checks and payroll for individuals assigned to perform services. Vendor shall retain records for a minimum of three years and provide access upon reasonable request.

Equal Opportunity and At-Will Acknowledgment

Vendor affirms adherence to equal opportunity principles in its employment practices, including nondiscrimination on the basis of race, color, religion, sex, national origin, age, disability, genetic information, pregnancy, veteran status, or other protected characteristics. Vendor further acknowledges that any direct-hire placements made by the company or Vendor are governed by applicable employment laws; any statement of at-will employment applicable to individual employees must be consistent with controlling law.

Payment, Invoicing and Remittance

Vendor Certification and Authorization

I certify that the information provided in this Vendor Management Packet is true, complete and accurate to the best of my knowledge. I agree to comply with the company’s applicable policies and to ensure that all personnel assigned to perform services are qualified, trained and have provided necessary authorizations for background screening and reference checks. I understand that materially false statements, omissions, or failure to comply with requirements may result in removal of personnel, contract termination, and other remedies.

By signing below, Vendor authorizes the company to verify the information supplied, to conduct background and reference checks, and to request documentation of insurance and other certifications. Vendor authorizes release of employment and professional information from prior employers and references.

Applicant Certification: I certify that all information provided is true and complete and that I am authorized to execute this packet on behalf of the vendor entity.

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