HR Vendor Policy

HR VENDOR POLICY

Purpose and Scope

This HR Vendor Policy establishes mandatory requirements and controls governing the selection, onboarding, ongoing engagement, monitoring, and termination of vendors and third-party service providers who will perform work for, or on behalf of, the organization in any capacity that interacts with employees, contractors, applicant data, payroll processing, benefits administration, or human resources operations. All business units and hiring managers must comply with the standards and procedures set forth herein.

Definitions

For purposes of this policy, "Vendor" means any third-party individual, firm, corporation, consultant, staffing agency, or subcontractor that provides goods or services to the organization. "Vendor Personnel" means staff, contractors or agents of a Vendor assigned to perform services. "High Risk Vendor" means a vendor whose services involve access to sensitive personal data, payroll, benefits, background data, or physical access to facilities.

Vendor Details — Primary Contact

Position & Engagement Information

Vendor Classification & Risk Assessment

Vendors will be classified by risk level at onboarding. High-risk classification requires additional due diligence, security attestations, proof of insurance, background checks for Vendor Personnel, and potential site visits or audits.

Onboarding Requirements — Key Personnel

For each Vendor Personnel assigned to this engagement, provide the following minimum information and authorize verification where required by risk classification.

Education

Professional References (Provide three)

Due Diligence & Required Documentation

Prior to execution of services, the following documentation must be submitted and reviewed. Additional documentation may be required for High Risk Vendors.

Confidentiality, Data Protection, & Background Checks

Vendor shall protect employee and applicant data in accordance with contractual requirements and applicable law. Vendor agrees to segregate and encrypt sensitive data, notify the organization of any security incident within 72 hours, and to submit to data protection audits upon reasonable notice. High Risk Vendor Personnel are subject to pre-engagement criminal background checks and periodic re-screening as specified in contract.

Insurance, Indemnity, and Liability

Vendor shall maintain and provide evidence of insurance coverage in amounts no less than those required by the organization for the engagement. Vendor shall indemnify, defend and hold harmless the organization and its employees from liabilities, claims, damages and expenses arising from Vendor's negligence, willful misconduct or breach of contract, including breaches of data security or confidentiality obligations.

Performance Management, Audits & Right to Audit

Performance objectives and reporting criteria will be established in the contract. The organization reserves the right to audit Vendor compliance with contractual, privacy and security obligations. Failure to timely remediate identified deficiencies may result in suspension of services or termination for cause.

Subcontracting & Personnel Changes

Vendor shall not subcontract any material portion of the services without prior written consent. Vendor will notify the organization in advance of any planned personnel changes and ensure replacements meet all onboarding and background screening requirements.

Conflict of Interest & Gifts

Vendor must disclose any real or potential conflicts of interest related to employees, contractors, or officials of the organization. Gifts, entertainment or payments to organization personnel that could influence business decisions are prohibited.

Records Retention

Vendor agrees to retain records and documentation related to the engagement, including payroll and benefits records where applicable, for the retention period stated in the contract and to make such records available for inspection upon request.

Roles & Responsibilities

The hiring department is responsible for initiating vendor intake and verifying business need. Human Resources coordinates background screening and rights assignments. Procurement or Legal prepares and executes contractual documents. Vendor is responsible for compliance with contractual obligations and personnel compliance.

Non-Compliance and Remedies

Non-compliance with this policy or with contractual terms may result in suspension of services, financial withholding, indemnity claims, termination for cause, and referral to regulatory authorities where required.

Legal Disclosures & Acknowledgments

At-Will Statement: Unless otherwise provided in a signed written agreement, the organization and its contractors operate in an at-will employment environment and retain discretion over engagement terms with Vendor Personnel where applicable.

Equal Opportunity Statement: The organization is an equal opportunity employer. Vendor agrees not to discriminate in the selection, management, or assignment of Vendor Personnel on any prohibited basis.

Applicant / Vendor Certification & Authorization

I certify that all information provided in this form is true, complete, and accurate to the best of my knowledge. I understand that intentional misrepresentation, omission, or falsification of information may result in termination of the engagement. By signing below, Vendor authorizes the organization to contact listed references and prior employers and to obtain background checks for Vendor Personnel where required by the engagement risk classification.

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