Collect and verify every compliance document the same way for every contractor, so contractor.status = APPROVED always means the same thing.

Performed by

People / Contractor Coordinator

Used in processes

• Contractor Onboarding

Governing standards

• Contractor Onboarding Standard

Procedure

1. 1Collect identity and business information.
2. 2Collect a current W-9.
3. 3Collect a signed Independent Contractor Agreement.
4. 4Collect a signed Rate Agreement.
5. 5Collect a current COI where required, and log its expiration date.
6. 6Confirm required training or acknowledgement is complete.
7. 7Set contractor.status = APPROVED only when every item is current.

Decision / troubleshooting points

• Is any document missing or expired? → Status stays pending; do not approve to unblock an urgent assignment.

Required evidence

• Each document on file
• COI expiration date
• Training acknowledgement record

Completion criteria

Every Contractor Onboarding Standard requirement is on file and current.

Escalation

When: A project urgently needs a contractor whose compliance isn't yet complete.

Involve: Operations Manager

Future system assistance

• Auto-expire status when a COI expiration date passes.
• Send renewal reminders before expiration.
• Block assignment of a non-APPROVED contractor entirely.